The problem: Supplier invoices pile up, and small mistakes slip through: a wrong price, a double charge, or something you never received.
What you end up with: A quick side-by-side check of each supplier invoice against your order and delivery notes, with anything that doesn't match flagged for you to follow up.
What you'll need
Your purchase orders or order emails, delivery notes or packing slips, and the supplier invoices.
Getting set up
Are you paying for exactly what you got? This check tells you. Microsoft says Copilot works inside Excel. Google lists Gemini in Sheets. xAI says Grok Bot uses your apps just like you would, so it can gather order emails and invoices. Then set up one simple sheet with columns for item, quantity ordered, quantity received, agreed price, and invoiced price.
Step by step
- Collect the order, the delivery note, and the invoice for one supplier.
- Ask the AI to put each line into your sheet.
- Ask it to flag any line where quantity or price doesn't match.
- Check each flag against the paperwork yourself.
- Email the supplier about real mismatches, politely.
- Pay only what's correct, per your agreement.
- Keep the sheet with your records for your bookkeeper.
A prompt to start with
Try this prompt, and tweak it for your tool. "Here's my order: [order], the delivery note: [delivery], and the invoice: [invoice]. Make a table with item, quantity ordered, quantity received, agreed price, and invoiced price. Flag any line that doesn't match, and total the difference. Don't guess any numbers that aren't in the documents."
What you'll get
A comparison table with mismatches flagged and a total difference.
If something goes wrong
If it misreads a scanned invoice, type the key lines in yourself. If item names differ between documents, add a short list of what matches what.
Keep in mind
AI can misread numbers, so always check flagged lines and the totals yourself before you pay or dispute anything. Your bookkeeper or accountant has the final word on your records.
Sources
- Microsoft Copilot for small business — product page and FAQ
- Google Workspace — AI tools for business
- Grok Bot — official product page (xAI)
- Google Workspace Updates blog
Where each fact came from
- Recommended tools · checked Oct 28, 2026 · rechecked regularly — Microsoft Copilot for small business — product page and FAQ
- Getting set up · checked Oct 28, 2026 · rechecked regularly — Google Workspace — AI tools for business
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