Job description · example

Pre-payment control worker

Before an invoice goes for payment, the worker we build with you checks three things: is the supplier known, have its bank details changed, has the invoice already been paid? The payment itself stays with you.

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A decision from the Pre-payment control worker. Sorel Emballages asks for new bank details from an unknown domain, the invoice is held back, and the worker recommends calling Julie Ferrand on the number already known.
Example, fictitious data

New bank details, from the email to the log.

What the worker would do, message by message, on the day a supplier announces new bank details. It never pays: payment stays with you.

Sorel EmballagesSupplier file

Mock-up of the worker we build with you

  1. Email from Sorel Emballages30/09 · 16:40

    Our bank details are changing

    “Hello, here are our new bank details for your next payments.”

    RIB-Sorel.pdf

  2. Email from Sorel Emballages14/10 · 08:10

    Invoice F-24203

    “Please find our invoice, to be paid to our new account.”

    F-24203.pdf

  3. Pre-payment controlworker08:12

    Invoice held before payment: the bank details differ from previous invoices. @Claire, to be checked with Sorel, on a number already known. Known contact: Julie Ferrand.

    Invoice F-24203Held

    • Known supplier
    • Bank details differ from previous invoices
    • No duplicate

  4. Claire Dumas08:30

    I’ll call Julie Ferrand on the usual number.

  5. Claire Dumas08:47

    Confirmed by Julie: it is their new account. I’m releasing the invoice.

  6. The check and the decision are recorded in the log, with the document

Example, fictitious data

Pre-payment control workerJob description · example

Mission

Nothing goes for payment without being checked.

They make payment easy, we make it safe. A new supplier, a change of bank details or a duplicate goes unnoticed in the volume: the worker sees it before payment, and proves it, with the document to back it up.

What it does

  • It spots every new supplier from its first invoice, and flags it with its documents, so that a human verifies its creation before any payment.
  • It compares the bank details. Those on the invoice with those already known for this supplier. At the slightest change, the invoice is held back.
  • It holds back duplicates. Same supplier, same amount, same reference: it sees it before payment, and attaches both documents.
  • It matches the invoice against its order. And against the delivery note when there is one. A discrepancy, and the invoice waits.
  • It dates every check. Every verification, every alert and every decision is recorded in the log, with the document that supports it.

What it never does

  • Pay. It reads your bank accounts, it never touches them: the payment stays with you.
  • Change bank details.
  • Create a supplier on your behalf.
  • Lift a payment suspension on its own.

These prohibitions are written into its job description. It cannot rewrite them: only a human changes a job description, your team, or us with your agreement.

Its decision rules

SituationWhat it does
Invoice matches its order, supplier known, bank details unchangedIt marks it as checked. The payment follows your usual process.
New supplierIt flags it before the first payment, with its documents: a human verifies its creation.
Bank details different from the known onesThe invoice is held back and an alert goes out at once, with the document that shows it. It is released after a check with the supplier, on a number already known.
Likely duplicateThe invoice is held back. Both documents are attached, a human decides.
Discrepancy with the orderThe invoice waits. The discrepancy is flagged with both documents.

Its path to autonomy

  1. Weeks 1 and 2 Baseline measurement We list your suppliers, their known bank details, your thresholds and your approval process.
  2. Weeks 3 and 4 Trial period On your real files, without sending anything: it flags what it would have held back, your team compares with what it saw.
  3. Week 5 Supervised Every alert and every invoice held back is confirmed in one click.
  4. Week 6 Made permanent It checks standard cases on its own. The rest is escalated, documents attached.

Its weekly report

Report · Pre-payment control workerevery week

  • Invoices checkedBy supplier, with their result.
  • New suppliers flaggedAnd where their verification stands.
  • Changes of bank detailsThe invoices held back, and their release.
  • Duplicates held backWith the two documents that show them.
The structure of the report. The figures appear in it once the worker is running at your company.

Its commitments

  • No payment prepared without a check of the bank details.
  • Every change of bank details holds back the invoice and triggers an alert.
  • Every check is dated, with the document that supports it.

Who it works with

Between the invoice and the bank

  • Worker to worker

    The Mail worker

    It receives invoices from the Mail worker, already filed in the supplier’s folder.

  • Worker to worker

    The Project tracking worker

    When an invoice relates to a building site, it passes it on to the Project tracking worker so that it is matched against its accepted quote.

  • Worker to human

    Whoever signs the payments

    It passes them the checked invoices, and every alert with its document. The signature remains theirs.

What it spares you

  • The invoice paid twice.
  • Fraud through a fake change of bank details.
  • The new supplier nobody checked.

For the procedure to follow today, without a worker: a supplier’s change of bank details, an SME’s control procedure. And what the Cour de cassation rules: fake bank details, who pays?

To install it

Its job description is written at your company

The Diagnostic writes down your thresholds, your known suppliers and your approval process with you. The job description then serves as the worker’s specification, and it remains yours.

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