What we need to see
A sample of supplier invoices, matching purchase orders and delivery notes, including disputed or duplicate invoices.
Invoice matching · Fabricators
AI Invoice Matching, Built for Fabrication Shops.
A fabrication shop's AP team faces a unique mess: steel suppliers with daily invoices, paint and finishes from multiple sources, fixings invoices that don't match POs because of substitutions, plus subcontractor invoices that need CIS treated correctly. We built this for Kingsland Fabrications, and the playbook ports cleanly to any fabrication or steel-stockholder operation.
Tell us the task, your current tools and where the work gets stuck. We will help you choose a sensible first scope.
The fabricators reality.
Steel suppliers bill weekly, sometimes daily. Each invoice has 15-40 lines of grades, dimensions, and finishes, half of which are slight substitutions because the original spec wasn't in stock. Three-way matching against the PO and delivery note is genuinely complex: tonnages need to balance, lengths might be cut to size with a kerf allowance, and finishing surcharges land on a separate line. Your most experienced person is doing this by hand, on Friday afternoons, while the rest of the shop is asking when they can go home.
The work in context · Illustrative scenes
Start with the fabricators workflow.
Use representative inputs from the business to scope invoice matching. Agree what the system prepares and what a person needs to check.
Make the handover part of the build.
Test normal work, missing information and failures with the team, then hand over clear review steps and practical guidance.
Invoice and PO matching at Kingsland Fabrications
See the business context and the work delivered. Your own scope, inputs and results will depend on the workflow we agree with you.
Explore the delivered workTuned for fabricators.
01
Tuned for steel-supplier paperwork
The pipeline handles steel grades (S275/S355/etc.), section codes, tonnage vs. piece-count units, cut-to-size with kerf, and the dozen finishing variations (galv, paint, blast) that come on different lines.
02
Substitution-aware matching
When the supplier substitutes a grade or size, the system recognises the substitution against allowed-substitution rules, and flags only the cases that breach your tolerance or your project spec.
03
CIS handling for subcontractor invoices
Subcontractor invoices (paint, blast, machining) are recognised as CIS where applicable. Deductions are calculated and posted correctly to your accounts.
04
Exception routing: fast
Discrepancies route to the right person: tonnage variance → buyer, CIS gross status query → finance, suspected wrong-grade delivery → ops. Each gets one click to approve, query, or escalate.
We integrate with what you have.
- Sage 50 / Sage 200
- Xero
- Custom MES
- SharePoint / Google Drive
- Microsoft 365 / Google Workspace
We check your software version, available API or export, access permissions and any supplier fees before quoting. If a reliable connection is not available, we will explain the practical alternatives.
Prove it on your own work first.
How we judge the pilot
Compare review time and correctly matched lines against your current process, including exceptions and posting errors.
What stays in your hands
Your finance team agrees tolerances, VAT treatment and posting permissions. Uncertain matches wait for review.
Fixed fee, phased delivery.
£3,200-£8,500 for build, ~£250-£500/month for hosting + tuning
From £3,200excluding VAT
Invoice matching for fabricators
- Workflow audit + industry-specific spec
- Build, integrations, and tuning to your real data
- Deployment, handover and agreed access controls
- Hosting, AI usage and ongoing support quoted separately
Things people in this industry ask us.
01How does it handle our steel-suppliers' formats?
Modern vision-language models read every layout we've thrown at them, including stockholder daily-delivery sheets, scanned invoices from older suppliers, and the occasional emailed Excel that's clearly been retyped from a PDF. We test new supplier formats before allowing unattended posting.
02What about CIS on subcontractor invoices?
Recognised automatically. CIS gross/net status is checked against your supplier records, deductions are calculated, and the line posts to your accounts with the correct CIS treatment. We tune the gross-status check during build so you never short-pay a verified gross subcontractor.
03How does it cope with kerf allowance and cut-to-size variance?
Cut-to-size variances are configurable per supplier, typically a tolerance band around the spec'd length, with an alert if a delivery falls outside. The system distinguishes "supplier gave us slightly less than ordered" from "supplier gave us a wrong cut" using your historical patterns.
04Can it work with our existing job-costing setup?
Yes, invoice lines get coded to the right job/cost code at match time. If your job-costing lives in the MES or in spreadsheets, we integrate there. Posting then flows through to whichever accounts package you use.
05What if the supplier disputes a flagged invoice?
You get the full audit trail, original document, extracted data, matched PO and GRN, the exact reason for the flag. That makes supplier conversations short: "your invoice says X, our PO says Y, our delivery note shows Z." No re-investigation required.
Zoom out.
Related solutions.
Keep exploring
Turn the idea into a working system.
What could work
better for you?
A new website. More customers. Less admin.
Tell us where you want to get to. Chris or Kay will reply within one working day.