Automated Invoice Intelligence: invoice processing software that reads, checks, and files every vendor invoice
Vendors send invoices. QuietSignal reads each one line by line, checks the math, matches duplicates, pulls out fees, and holds anything that does not add up with the reason in plain words. You review the holds. Everything else is filed.
Five steps, in order.
- one
Receive
By Gmail, upload, or a photo of the paper copy.
- two
Read
Line items, quantities, unit prices, fees, totals and the vendor, as data.
- three
Check
Each line multiplied out; the sum compared to the printed total; duplicates matched; new fees called out; contract prices compared when a contract is loaded.
- four
Hold or file
Anything that does not add up is held with the reason in plain words. Everything else is filed.
- five
Report
Spend by vendor over the period you choose, with held and withdrawn invoices kept out.
Minutes of hands-on time per invoice, every invoice.
Automatic.
What you do today, what changes, what you stop doing.
Restaurant or bar owner
- What you do today
- Invoices pile up by the register; someone keys totals into a spreadsheet at night.
- What changes
- Invoices land in QuietSignal from Gmail or a photo; holds come to you with the reason.
- What you stop doing
- Re-reading every line to find the one that is wrong.
Plumbing or HVAC owner
- What you do today
- Supply-house tickets and fuel surcharges arrive in the truck and get paid as printed.
- What changes
- Every ticket is read and checked; a new fee is called out the first time it appears.
- What you stop doing
- Trusting the printed total because there was no time to check it.
Accounts payable clerk
- What you do today
- Match, key, file, chase a correction when something is noticed later.
- What changes
- The arithmetic and duplicate checks run before you see the invoice; your queue is the holds.
- What you stop doing
- Keying line items by hand.
Owner of a multi-million-dollar company
- What you do today
- Vendor spend is a monthly surprise assembled from several systems.
- What changes
- Spend by vendor over any period you choose, with held invoices kept out of the totals.
- What you stop doing
- Asking for a report and waiting for it.
Regional operator with hundreds of locations across the southeast
- What you do today
- Each site pays its own invoices; nobody sees the whole.
- What changes
- Ship-to locations recorded when printed, spend grouped by location, a review queue for anything unplaced, seats for each manager.
- What you stop doing
- Reconciling sites by hand.
Manual review against QuietSignal, line by line.
| What it catches | Manual review | QuietSignal |
|---|---|---|
Billing errors A line whose quantity times unit price is not what the vendor printed. | Caught only when someone re-does the math. | Every verified line multiplied out and compared. |
Duplicates The same invoice sent twice, by upload or by email. | Caught when someone remembers. | Matched on vendor, date, total and line detail, held for review. |
Pricing drift The same item at a different price than you paid before. | Nobody re-checks last month's price. | A price history per vendor and item you can read across invoices. |
Minimum charges and hidden fees Fuel, delivery, service, environmental and minimum-order charges. | Paid as printed. | Pulled out as their own lines; a fee new to that vendor is called out. |
Cross-invoice pattern analysis A repeat of the same invoice, a fee that is new, a line that does not add up, across every invoice. | Invisible at the total. | Remembered per vendor and item so the repeat stands out. |
Vendor spend visibility What each vendor costs you over a period. | A spreadsheet someone rebuilds. | Current, with held and withdrawn invoices kept out. |
Findings with the detail to question them The line, what was printed, what the math says, the difference. | A phone call from memory. | On screen, in plain words you can read back to the vendor. |
- Produce, case
- Dairy, case
- Fuel surchargestill here
- Dry goods
- Produce, case
- Dairy, case
- Fuel surchargestill here
- Dry goods
- Produce, case
- Dairy, case
- Fuel surchargestill here
- Dry goods
- Produce, case
- Dairy, case
- Fuel surchargestill here
- Dry goods
The same fee on every invoice since it was supposed to stop.
QuietSignal remembers what each vendor usually charges, so the line that should not be there stands out.
Finding a leak is the first half.
Contract review and renegotiation
We read your vendor agreements against what you were actually billed and sit with you for the conversation that follows.
Telecom, utility and software audits
The recurring bills nobody re-reads, reviewed line by line.
Food cost and COGS
Every line QuietSignal reads lands in your cost ledger, and we help you turn that ledger into menu and purchasing decisions.
- Owner-ruled claim
Inventory management and automated purchasing
Items appear as invoices are read; record usage, set lead times, and QuietSignal flags what will run out before a reorder could arrive and suggests when to reorder. Automated purchasing ships behind this claim.
Built for one location. Ready for hundreds.
Seats for each manager, ship-to locations recorded when printed, spend grouped by location, and a review queue for anything unplaced.
Common questions
- What file types can I send?
- PDFs, spreadsheets and photos. Photos are read for their lines; a total that cannot be verified is held rather than guessed.
- Do my vendors have to change anything?
- No. Connect the Gmail inbox they already send to, or upload what you have.
- What happens when an invoice is held?
- You see the line, what the vendor printed, what the math says and the difference. You can confirm, correct, or set the invoice aside.
- Does QuietSignal pay my invoices?
- No. It reads, checks and files them. Payment stays with you and your accounting system.
- Does it check prices against my contract?
- Load your vendor contract and each matching line is checked against the contract price; a line billed above it is held for review.
- Where is my data?
- On servers in the United States. Your invoices stay yours.
See it against your own invoices.
Bring a few recent invoices. We will show you what QuietSignal sees. No sales script.