The equipment has left your site, but has it left your supplier’s invoice? When collection notes, hire agreements and invoices sit in different inboxes, your accounts team has to piece together the evidence before challenging a charge. This AI system checks those records together and prepares documented queries for your team to review.

We build an invoice checking workflow in n8n that compares equipment hire charges against your agreements, collection records and off-hire confirmations. It distinguishes the date you requested collection from the date your contract says billing should stop. Your team receives a clear explanation of each suspected overcharge, with the supporting documents attached.

What You Get:

• A document intake workflow connected to one shared mailbox and one document folder.
• AI extraction of equipment identifiers, hire dates, agreed rates and invoice line items.
• Matching of invoices to hire agreements, off-hire confirmations and collection notes.
• Checks for charges after the agreed billing end date, duplicate higher periods and rate discrepancies.
• A review queue that separates supported discrepancies from cases that need more evidence.
• Draft supplier queries that contain the disputed amount, calculation and supporting references.
• A credit tracking register that keeps approved disputes open until the supplier’s credit appears.
• Configuration for up to three hire suppliers, testing against historical records and a documented handover process .

The Benefits to You:

• Your accounts team can investigate a charge without searching several inboxes.
• Your site managers receive specific requests for missing evidence instead of entire invoices to explain.
• Your supplier queries show how the disputed amount was calculated.
• Your business can track whether a promised credit actually reaches the account.
• Your team retains control because every supplier message requires human approval.

The setup covers the agreed document formats and supplier rules. Software subscriptions and ongoing support are quoted separately. The system flags possible overcharges for review and does not assume that every flagged charge is recoverable.

Get in touch with sample hire invoices, agreements and collection records so that we can confirm the scope before your build begins.