Yearly running cost Assuming 24,000 invoices a year
By hand $48K / year 1,600 hours of work
Hosted service $13K – 20.2K+ / year
This workflow $1.2K / year Machine usage only; setup, hosting and review are extra. Invoice checks How should it receive and check your invoices?Check carrier rates, surcharges and duplicate charges. Choose file uploads or a connection to your finance system.
Check invoices from files Upload files and receive a report of differences. $1,152 – 3,360 setup Connect my finance system Automatic intake and approved finance-system updates. $2,160 – 6,240 setup
Which finance system should it connect to?SAP review queue Xero draft bills Another system (specify below) Your team reviews the findings. No automatic payments.
What is included Guide prices assume reusable parsing and audit components adapted with AI-assisted development. You supply invoices, applicable rate cards, shipment records and checked examples.
Report and review queue for your team. No system writes.
The starting scope covers an agreed transport mode, currency and carrier set. The connected option adds an agreed mailbox or storage intake and a documented finance-system API, not custom portals or a complex ERP rollout.
Accuracy How many billing errors should it catch?Choose targets for catching material billing differences and avoiding false alerts. Agree what counts as material with your provider.
Invoice checks Check rates, surcharges and duplicate charges against your agreed rules. ≥95% material differences caught · ≥90% flags confirmed Included Stronger exception checks More testing and tuning to miss fewer differences and reduce false alerts. ≥98% material differences caught · ≥95% flags confirmed Setup +$432 – 1,440 My own requirements Describe the checks or targets you need. Quote separately
How accuracy is measured These are acceptance targets, not measured results. Your finance or logistics lead labels held-out invoices and their applicable rules. Report missed differences and false alerts separately.
Targets for your selected checks What is checked Target Material exceptions caughtShare of real material exceptions in the held-out set that are flagged. ≥95% Flags that hold upShare of flags confirmed on natural samples. ≥90% Key fields correctCorrect amounts, currencies, dates and shipment references divided by all required labelled fields; report each field separately. ≥99% Invoices correctly assessed without editsCorrect complete assessments needing no human correction divided by all input invoices, including rejected and referred cases. This does not approve payment. ≥60%
Your team checks every invoice during the pilot. Missing rates, ambiguous rules and shipment conflicts go to a person. No preset authorises payment or unapproved accounting writes.
Speed How quickly do you need each invoice checked?Choose how quickly the audit report should be ready. Human review and disputes take extra time.
Within 60 seconds Included Within 30 seconds Setup +$144 – 480 Within 15 seconds Setup +$288 – 960
Timing details From invoice received to report ready, including queueing and retries. At least 95% of test invoices should meet the target, for invoices up to 3 pages with 1 in progress at a time. Confirm hardware and document limits with your provider.
Running-cost target How much do you want to spend per invoice?Select what your workflow can spend checking each invoice. This may affect the OCR, models and number of checks it uses.
Up to $0.10 Included Up to $0.07 Setup +$144 – 480 Up to $0.04 Setup +$288 – 960
Cost details Reference machine cost: $0.06 – 0.10 per invoice at 2000 invoices a month. Includes OCR, model calls, retries and allocated hosting, not human review, maintenance or integration subscriptions.
Your selected budget is a target, not a measured cost. Test it together with your accuracy and speed requirements; a lower budget may require different components.
Your environment Where do you want it to run?Choose where it runs and whether invoice documents or selected fields can be sent to external OCR and AI services.
Run it onMy cloud account My own computer or server AI model accessUse approved OCR and AI services Read files locally, use an approved AI model Keep all processing inside my environment
Data and access details Runs in your own cloud account. Whether any data leaves is decided by the model access option, not by where it runs.
Approved documents go to an OCR service; approved fields go to a named model. The guide running cost assumes this option.
The offline option uses files within your boundary, not external mailbox or finance connections. Agree data permissions, retention and access before deployment.
Interface How do you want to use it?Use your existing AI agent, a dedicated audit agent or a review web page. You can choose more than one.
My existing AI agent Let your agent submit invoices and retrieve findings through MCP tools. Setup +$72 – 360 A dedicated audit agent Use a separate agent to run checks and explain findings. Setup +$144 – 480 A review web page Upload invoices, inspect evidence and export the audit report. Included
Estimated setup price $1,152 – 3,360
This guide price is a starting point for your conversation with a provider. Agree the final scope and price directly with your provider.
Your requirements
Workflow Check invoices from files
Accuracy Invoice checks
Speed target 60 seconds / invoice
Cost target $0.10 / invoice
Environment My cloud account
Interface A review web page Per input invoice, not a successful claim.
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