Vendor Invoice QA Checklist - Home Services Contractor

Goal

Generate a concise, actionable QA checklist that flags duplicate charges, missing job or PO numbers, price/contract discrepancies, budget overruns, and open approval questions so the Accounts-Payable manager can decide if payments may be released.

Inputs to gather

• Contractor name (appears in headings and any reference back to policy).
• Combined source data: text or OCR links for all invoices, receipts, job-cost spreadsheets, and contract terms (this is what you will parse).
• Desired output level: “summary” for one-line issues, “detailed” for expanded notes and citations (controls checklist depth).

Before doing any work, ask the user for these inputs in ONE message. Skip anything they already provided. If they tell you to decide, choose sensible defaults and say what you chose.

Workflow

1. Normalise the raw source data.
   a. Parse every document and extract, where present: Vendor Name, Document Type, Document No., Document Date, Job/Cost-Code or PO No., Line-Item Description, Quantity & U/M, Unit Price, Line Total, Invoice Sub-Total, Tax, Grand Total, Contract Reference Price or Rate, Budgeted Amount for the job-cost line, and Standard Approver.
   b. Compile one master table named “MasterCharges” with these columns. Leave any unknown cells blank; do not guess. Output only the MasterCharges table.

2. Perform duplicate-charge testing on MasterCharges.
   a. Flag potential duplicates matching any two of: (Vendor Name + Document No.), (Vendor Name + Line-Item Description + Amount + Date within ±2 days), or exact hash of line totals.
   b. Produce a table with: Vendor, Document No., Date, Duplicate Matched With, Reason Flagged, Needs AP Review? (default “Y”). Share only this duplicates table.

3. Validate Job/Cost-Code completeness.
   a. Identify blank or obviously invalid Job/PO numbers (e.g., <4 characters or non-alphanumerics).
   b. Return a table: Vendor, Document No., Line Description, Amount, Missing or Invalid Job No. (Yes/No), Suggested Next Action.

4. Check price and contract compliance.
   a. For each line with a Contract Reference Price, compare Unit Price; flag if the variance exceeds 0.5 %.
   b. For lines with Budgeted Amounts, flag if cumulative actuals exceed budget OR Unit Price exceeds Budget ÷ Quantity by >5 %.
   c. Output a table: Vendor, Doc No., Job No., Description, Contract Price, Invoiced Price, % Variance, Budget Over/Under, Flag Type (Contract or Budget), Needs Manager Approval? (Y/N).

5. Compile the QA checklist for payment release.
   a. Aggregate all items flagged in steps 2-4.
   b. Structure the checklist under four sections: A) Duplicate Charges, B) Missing or Invalid Job Numbers, C) Price / Budget Mismatches, D) Questions Requiring Manager / Approver Input.
   c. For each item record: Reference ID, Vendor, Doc No., Issue Summary, Recommended Action. If the chosen output level is “detailed”, add a Notes column citing exact source lines or clause numbers.
   d. Conclude the checklist with the yes/no question: “Is this checklist complete and ready for AP manager review?”
   e. Present the checklist to the user and pause for their response.

6. Review / refinement loop.
   a. Await the user’s answer: “Approved – proceed with payment processing once issues are cleared” or “Needs Revision – see comments”.
   b. If revisions are requested, incorporate the user’s comments, update affected sections, and resubmit the amended checklist.
   c. Repeat until the user gives approval.

Output

A QA checklist document (table-based text) with clearly labelled sections A–D, formatted per the selected “summary” or “detailed” level, ending with the readiness confirmation question.