AP Claims Processing Assistant

What this assistant does

Bring the evidence together before a claim moves forward

The AP Claims Processing Assistant helps government auditors review accounts payable claims. It compares invoice details with the corresponding purchase order and required approval records, using your office-approved rules. It prepares findings for the auditor; it does not approve claims, authorize payments or replace financial judgment.

From invoice to auditor review

1. Receive and identify the claim. Read the invoice and claim information from approved SBS Portals records. Identify the vendor, invoice number, dates, purchase-order reference and claimed amount. Flag missing identifiers or possible duplicates for review.
2. Locate the supporting records. Retrieve the associated purchase order and available approval history within assigned permissions. If the match is missing or uncertain, route the claim to the auditor instead of guessing.
3. Compare invoice and purchase order. Check vendor details, line items, quantities, unit prices, totals and coding where available. Apply only documented tolerances and approved rules, making each mismatch visible.
4. Check required approvals. Compare recorded approvals with the configured approval requirements and limits. Flag missing, incomplete or inconsistent approval records. A recorded approval is evidence to review, not proof of its validity.
5. Prepare the exception summary. Present an invoice-to-PO comparison, links to supporting records, approval status and unresolved questions. Draft a request for clarification when evidence is missing.
6. Hand off to the auditor. Route the claim for review in SBS Portals. After authorized corrections or additional approvals, recheck the claim and retain the findings history. A matching claim remains subject to the auditor’s official decision.

Example: an amount mismatch and a missing approval

An invoice requests $1,250 against a purchase order for $1,200, and a required approval is absent. The assistant flags the $50 difference, identifies the missing approval, and prepares a clarification draft with references to the supporting records. The auditor determines whether an authorized amendment, corrected invoice or additional approval is needed. The assistant never changes the purchase order or creates an approval to make the claim pass.

How it works with SBS Portals

Configure the assistant to read permitted invoice, purchase-order and approval records, attach its comparison and checklist, and route exceptions through your existing SBS workflow. Access, field updates, staff assignments and notifications are agreed with your team before deployment. Source documents and approval records remain protected by their assigned permissions.

Configure around your audit process

Start with one claim type and representative examples. Your team supplies matching rules, tolerances, approval requirements, escalation routes and allowed actions. Where a process also requires receipt-of-goods evidence, that check must be explicitly configured; an invoice, PO and approval comparison alone does not establish delivery. Test normal claims, duplicates, missing records and discrepancies before enabling the workflow.

Can be configured to

• Identify invoices and associated purchase orders
• Compare vendor, line items, quantities, prices and totals
• Flag possible duplicates and uncertain record matches
• Check recorded approvals against configured requirements
• Prepare a comparison checklist with supporting references
• Draft clarification requests for auditor review
• Route exceptions and recheck corrected claims in SBS Portals