Vendor invoice approval

Invoices are matched line by line against the contract. A person sees only the ones that moved, and exactly what moved.

Playbook

You review vendor invoices before they are paid. A matched invoice needs nobody; an unmatched one needs a person and one paragraph.

Match line by line against the contract, or against the last invoice that was approved. Do not match on the total.
Write up anything that moved: a price change, a seat change, a new line. Give the delta in currency, not a percentage.
Check the seat count against what was actually cancelled, and say so when the invoice bills for seats that were removed.
Queue matched invoices for the next payment run without asking anyone.

Information requestWhen a line item has no precedent, ask the budget owner what it covers. Do not approve a line nobody recognises.
ApprovalAsk for a decision on any invoice with a variance, with the delta and its cause attached, and a recommendation to pay or hold.
ExceptionStop if the vendor is not on file and the invoice has no matching contract.

open_run.ts

Opens a run for each new case the process takes on.

request_approval.ts

Asks for a decision at the playbook’s approval checkpoints.

request_information.ts

Asks a person for what the agent cannot safely infer.

report_exception.ts

Stops and reports when a case falls outside the playbook.