Kyle Carson · Lincoln, Nebraska
I go through a year of your vendor invoices and look for what was paid twice
I also look for anything billed above the price you agreed to. You get a written list with invoice numbers and dollar amounts, and it costs nothing. I'm one person in Lincoln, and this is how I'm starting a payables business.
What you get back
A written report on twelve months of your own payments. Each line has the invoice numbers and the dollars, so someone in your office can pull the paperwork and check it in a few minutes.
Paid twice
The same invoice entered and paid more than once. It can happen on a re-key: invoice 10452 goes in again a few days later as 10452A, or under a second record for the same vendor.
Billed above the agreed price
The same item from the same vendor at a unit price that went up partway through the year. If you use purchase orders, I check the billed price against the PO as well. It also covers lines added after the order, such as a tariff or steel surcharge that wasn't on the PO.
Early-payment discounts not taken
Some vendors print terms like 2% 10, net 30. I compare the terms on each invoice with the date you paid it.
Vendors and volume
Invoices per month, how many vendors you pay, and the twenty largest by count and by dollars. I also list vendor names that look like one supplier entered more than once, such as ACME SUPPLY and Acme Supply Co.
How it works
It starts with one file from your accounting system. I don't need a login, and nobody comes to your office.
A 15-minute call
With you or whoever signs off on vendor payments. I ask what accounting system you use and roughly how many supplier invoices you pay in a month. If it doesn't look worth doing, I'll say so on the call.
One export
Your staff export twelve months of paid vendor invoices to a spreadsheet. These six columns are all I need.
vendor · invoice no. · invoice date · amount · payment date · GL accountThe report
The duplicate, vendor and volume sections come from that file alone. The price and discount checks need copies of the invoices. I only ask for those if the first file suggests they're worth your trouble.
Why it's free
Payables Desk is new and I have no client list. Nobody should pay for a review they can't see an example of, so I'm doing the first ones for nothing.
Here is what I want from it. I want to be able to say what these reviews turn up on real records. And I want your payables work: I take in a company's vendor invoices, code them, match them to purchase orders, flag what doesn't agree and enter them in the accounting system. You still approve and release every payment. I charge a monthly fee for that, and it's the business I'm trying to build.
If the report doesn't make you want that conversation, you owe me nothing and I won't bring it up again.
I don't take a percentage of anything you recover, and I won't use your company's name without asking.
What I stay out of
I never touch your money. I can't release or approve a payment, and I have no access to any bank account. I don't log in to your accounting system either; your staff run the export.
I don't contact your vendors, for any reason.
The report doesn't call anything an error or fraud. It lists things for your people to check, and what you do about them is up to you. That includes when and how you pay your bills.
I'm not a CPA. This is a review of paid invoices. It isn't an audit and it doesn't replace one.
Your files
We both sign a confidentiality agreement before you send anything.
I use your files for your report and for nothing else. Nobody else sees them, because there is nobody else: I have no staff and no subcontractors.
If you send invoice copies, software reads them first. It is Anthropic's Claude, used under commercial terms that don't allow training on your data. I then check each item against the invoice myself before it goes in the report.
Tell me in writing to delete your files and I delete them, along with my working copies. The report is yours to keep.
Questions
What does it cost?
Nothing. The reason is under why it's free.
Who else have you done this for?
Nobody yet. Payables Desk is new, which is why the review is free and the first step is a single file.
What if you find nothing?
Then the report says so and shows the counts for each check. You'd know your controls held for the year.
Our accounting system already blocks duplicate invoice numbers
It blocks an exact repeat under the same vendor record. It won't catch 10452 entered again as 10452A, or the same invoice under a second record for that supplier.
Do you recover the money?
No. You get the list and the evidence, and your people take it up with the vendor however suits that relationship.
Do we need purchase orders?
No. Without them I compare prices across the year's invoices from the same vendor for the same item.
Where are you?
Lincoln, Nebraska. The work is done from files, so your company can be anywhere in the United States. If you're in Lincoln or Omaha I can come by.
Get in touch
You'll be talking to me, and I'm the one who does the work. It helps if you can tell me what accounting system you use and about how many vendor invoices you pay a month.