How does three way matching flag an invoice that doesn't match the quote?
Three way matching lays the invoice next to the supplier's quote or order and the delivery note; Bombos puts a mismatch in front of you the day it arrives, with the reason, before you post it in QuickBooks.
Works with QuickBooks and your own project numbers.
Invoice checking is the first task; after that, your organization does more work at a higher quality with the same people, and your team teaches Bombos the next task itself.
This is how it goes now, and how it goes with Bombos.
The supplier's or subcontractor's invoice does not match the quote or the delivery note, and it only shows up at month end, once nobody can retell how it happened.
Today, whenever something looks wrong, you dig up the order, delivery note and email with the agreement before posting in QuickBooks. QuickBooks Online can already read invoice details, so recognition is covered. You need to know whether the supplier charged what you agreed. A difference is not automatically a mistake, because a later email may record a change. You find that too before posting or asking the supplier.
The mismatch gets flagged the day the invoice comes in, before it is posted.
The difference between the invoice and the agreement is ready for you the day it arrives, before posting, with the reason attached. Bombos finds the supplier's quote or delivery note in your email and package. The supplier agreement is the starting point, not the quote to your own customer. If that agreement is missing, Bombos tells you. You decide on the difference, and nothing is posted until you approve it.
After three months, you hear the same day when an invoice differs, not at month end. Every invoice is checked against the agreement, even during busy weeks. If a supplier keeps diverging in the same way, you see that alongside the earlier invoices. Your team checks more thoroughly with the same people and has room for the next work that keeps piling up.
What's ready for you then
- Every invoice checked against the agreement
- A mismatch flagged the day it arrives
- Call the supplier while the job is fresh
- Pay what you agreed, and no more
Where do you see that?
On the list of proposals in Bombos you see which invoice needs attention, with the reason attached. When there is a difference with the supplier's quote or the delivery note, your check is about that difference. If information to pin down the agreement is missing, the proposal shows "waiting on your input." "Ready for you" means you can review the groundwork, not that the supplier is right.
You do not need QuickBooks open to see which invoice needs attention. The list shows what check or extra information is needed. Posting stays separate work in QuickBooks, after you have reviewed the invoice. Every action with an effect outside Bombos lands in a log you can open. You review the invoice, post the entry in QuickBooks, and approve any question that goes out to the supplier.
How does it start?
In the first week of the three-month pilot, we go through your invoice checking, in a setup conversation of about an hour. We look at where supplier invoices arrive and where you keep the matching quotes and delivery notes. We also discuss which agreements sit in email, and who decides when an invoice and an agreement diverge. In that same conversation we write down any verbal agreements with suppliers, so they stop living only in your head.
After the setup, Bombos puts the first check live at "proposals." You look at what it found and correct a wrong choice or explanation. Your correction becomes the rule for the next check; without that explanation, Bombos does not learn which agreement belongs to which invoice. You keep your existing package and mailbox. Filling in settings together is enough, even if computers are not your thing. Once things have gone well for a while, you decide per task type whether "run after approval" or "run on its own" fits. Posting the entry and judging a mismatch both stay with you.
If a supplier keeps drifting in the same direction, Bombos puts that in front of you with the earlier invoices as the reason. You decide what happens with it.
Invoice checking is the start, not the whole offer. We take you along on the first task. After that, your own office staff teach Bombos the next one, without you having to come back to us. After three months, you hear the same day when an invoice differs from what was agreed, not at the month end close.
Sharper checks without another hire.
What happens with invoice checking is typical of a growing organization. More suppliers and jobs arrive, and checking is the first thing to start running on trust. You do not want headcount to grow, but you do not want to post something that is wrong either. With Bombos, your team does more work, of a higher quality, with the same people.
After invoice checking, your own team teaches Bombos the next task. Nobody needs to be technical. You show how you work, correct a proposal, and that correction becomes the rule. Your people learn to work with AI along the way. We guide you through the first step because we do not want you to keep coming back to us.
Tell us where work is getting stuck. Leave your number and we will call you back to talk through your situation.
What Bombos does, in three steps
It reads what comes in
An email, a message, a photo or a PDF: Bombos reads it, looks up the client and the details in the systems you already have, and sees what is missing.
It drafts the work, you approve it
The proposal sits on one list with the reasoning next to it. You read it, adjust it and approve. Only then is anything sent, booked or filed.
It remembers what you decide
Every correction becomes the rule for next time. Once a kind of task has gone well for a while, you hand it over step by step, and you check the log afterwards.
What can't Bombos do here today?
Bombos does not decide whether a disputed invoice is justified; nothing gets posted until you approve it. It compares against the supplier's quote or the delivery note and puts the outcome in front of you. A change agreed by phone and written down nowhere is not in the paperwork. So Bombos interviews you about it: it asks what you agreed with the supplier on the phone, so that change ends up alongside the documents used for the check.
A proposal can still be wrong or incomplete. The content needs checking before it gets posted. A message about the mismatch never goes to the supplier without a staff member's approval. That holds for outgoing messages to a third party on any channel. Even for a disputed invoice, that limit is technically enforced. Only Bombos can switch it off, at your explicit request and at your own risk.
Checking an invoice starts with finding the agreement again.