Errors before paying
Are you paying exactly what you bought?
Reconcile order, delivery note, rate and invoice — and catch the deviation before payment, not at the close.
Between what you ordered and what you pay there are five links — and money leaks at every one
Detecting errors before paying means validating the full purchasing chain — order → goods-in → delivery note → agreed price → invoice — at the moment each step happens, not when the invoice lands in administration. The deviations are rarely big: a price that ignores the negotiated rate, a quantity different from the one ordered, a substituted brand, a product nobody requested. Individually they look minor; repeated in every delivery and at every site, in the projects we have analyzed they add up to between 1% and 3% of purchased volume — and we have found differences of hundreds of euros in a single delivery note that had already been checked by hand. This is not an administrative digitization problem: it is recoverable money that today gets paid without anyone having approved it.
The four errors that slip through to the invoice
Each has its point of entry — and all share the same point of capture: goods-in.
Price outside the agreed rate
Head office negotiated one price; the delivery note brings another. Silent increases, format changes and "updated" rates nobody approved. If goods-in does not compare against the current rate, the difference gets paid. Silent price increases →
Quantities that do not match
20 kg ordered, 17 delivered, 20 invoiced. Or extra arrives and distorts the stock. Without goods-in conformity against the order, the difference vanishes between documents. Goods-in conformity →
Unordered products and substitutions
Another brand, another format or a reference nobody asked for arrives — and gets accepted with a signature. The substitution changes the recipe cost and the difference is seen late or never.
Discrepancies between documents
Order, delivery note and invoice tell three different stories and nobody crosses them line by line. Pending credit notes, rebates and shortages get lost in the manual month-end reconciliation. Supplier rebates done right →
How it works: three-way reconciliation at goods-in
Validation happens where the error enters — without replacing your ERP: your purchasing team negotiates, your ERP does the accounting, Controliza validates.
Purchasing
The order is born in the system with the approved catalog and the current rate: the reference everything will be validated against later. Purchasing →
Trazoon
The delivery note is digitized at goods-in and reconciled against order and rate: price, quantity and product. Anything that does not match raises an alert and stops. Trazoon →
Groups
Deviations accumulate per supplier and per site, in euros: you know which supplier fails, at which site, and how much it was costing you. Groups →
Results measured with clients
Data from real projects with multi-site groups, measured against each client's own baseline.
1-3%
of purchased volume is lost to delivery-note deviations when nobody validates them
10×
faster delivery-note processing with automatic reconciliation — daily review down to ~20 minutes
100s €/mo
per site in price deviations caught at goods-in that previously went unnoticed
Every unreconciled invoice is a blank check: take back control before payment
Request a Free DemoFrequently asked questions about errors before payment
What is three-way reconciliation (order, delivery note, invoice)?
Automatically crossing the three documents of every purchase: what you ordered, what the supplier claims to have delivered, and what they invoice you. When all three match — product, quantity and price against the agreed rate — the invoice moves to payment; when they don't, it stops with the difference flagged. Without this cross-check, invoices are paid on the supplier's word.
How much money is recovered by catching errors at goods-in?
In the projects we have analyzed with multi-site groups, delivery-note deviations add up to between 1% and 3% of purchased volume, and price deviations caught at goods-in — previously invisible — add up to hundreds of euros per month per site. This is not negotiated savings: it is money that was already yours and was being overpaid.
Doesn't my ERP already do this when registering invoices?
The ERP registers and accounts for the invoice, but it was not at the loading dock when the goods arrived: it does not know whether the real quantity matched or whether the price was the agreed one. Validation has to happen at goods-in, with the order and the rate at hand; the ERP then receives already-reconciled data. ERP vs operational layer →
What happens to goods received that don't reconcile?
They get flagged on the spot: the difference is recorded as an incident, with a photo of the delivery note and the detail of what does not match. You can claim from the supplier with evidence, consciously accept the exception, or reject the delivery — but the decision is yours and it is traced, not left to whoever happened to sign.
Does it work with any supplier, even non-digital ones?
Yes: the starting point is the ordinary paper delivery note, digitized with OCR at goods-in. The supplier does not have to change anything — Controliza provides the reconciliation on the group's side. How Trazoon works →
Results measured with active Controliza clients, against each client's own baseline.
