The agent checks every line of a supplier invoice against the offer on your project, and sorts the lines so you only spend time on what differs. You decide on those, and the invoice is ready for payment.
Want to know how the agent reaches its results, and the rules it follows? Read How the Supplier Reconciliation Agent works.
Get started in three steps
Open the project and go to Project Ledger. Under Supplier invoices, click Upload invoice.
Start the agent and choose the offer to check the invoice against.
Decide on the lines that differ, then mark the invoice ready for payment.
On this page
Before you start
Check these two things and you are ready:
Your offer is published, with Unit in prices. The agent only checks invoices against products that are published and have a Unit in price, which is what you pay the supplier. Products without one cannot be matched.
You have the supplier invoice. Use the PDF the supplier sent you, up to 100 MB. Scanned and handwritten invoices, other languages and invoices of 100 pages or more all work.
Step 1: Upload the supplier invoice
Open the project and go to Project Ledger. Under Supplier invoices, click Upload invoice and choose the PDF. The invoice appears in the list with the status Not reconciled.
You do not need to choose the supplier to reconcile the invoice. Qondor does not fill it in for you, so the Supplier column stays empty until you add it with Edit.
New to Project Ledger? Read Project Ledger.
Step 2: Start the agent
Straight after you upload, Qondor asks if you want to reconcile now. You can also start it later with the agent icon on the invoice's row (Reconcile with the agent). If the project has more than one offer, choose the one to check the invoice against. Then click Start reconciliation.
The agent works in the background, so you can carry on with other work. Most invoices take a few minutes, and a very long invoice can take a little longer. Qondor lets you know in the notification bell when the agent is done, or if it could not finish.
Step 3: Read the result
The reconciliation opens with your overview on the left and the invoice on the right. Click Hide invoice to give the lines more room.
At the top, you see where you stand:
Invoice total, Agreed in the offer and Difference. Agreed in the offer only includes the offer lines this invoice covers, so products that have not been invoiced yet do not show up as a difference.
Progress. How many of the lines you have decided on so far.
Below that, every invoice line sits in one of these groups:
Group | What it means | What you do |
Flagged for the supplier | Lines you have flagged to check with the supplier. They sit at the top. | Approve or ignore the line, or remove the flag. Until then, you cannot mark the invoice ready for payment. |
Needs your decision | The agent found the offer line, but a figure differs. The badge says which, for example Quantity differs or Price differs. | Check the difference, then decide. |
Unmatched invoice lines | The agent found no offer line for it. The badge says Missing on offer. | Link it to an offer line, add it to the offer, or ignore it. |
Auto-matched, quick verify | The same item with the same figures. The badge says Matched. | Take a quick look, then approve them all at once. |
Reviewed | Every line you have decided on. | Nothing to do. If you change your mind, you can change a decision here. |
Click a line to see the offer line and the invoice line side by side.
Step 4: Decide on each line
You have the final say on every line. The difference updates each time you decide.
Button | Use it when |
Approve | The line is right as invoiced. |
Review | The invoice line differs from the offer. Approve it as it is, or update the offer line's quantity and Unit in price to match. |
Approve all auto-matched lines | You have looked over the auto-matched group. One click approves them all. |
Change offer line | The agent matched the wrong offer line. Pick the right one. |
Link an offer line | An unmatched invoice line belongs to a line on your offer. Several invoice lines can share one offer line, for example room nights split over many lines. |
Add to offer | The line was never on the offer, for example a minibar bill you will invoice on to your customer. It becomes a new line in the right product group. |
Flag | You want to check the line with the supplier before you decide. The line moves to Flagged for the supplier at the top. Until you approve it, ignore it or remove the flag, you cannot mark the invoice ready for payment. |
Ignore | The line should not count, for example a cost your agency covers. It leaves the comparison. You still pay the invoice as it stands. |
Every decision is recorded, and you can change it afterwards under Reviewed.
Step 5: Mark it ready for payment
When every line has a decision, click Mark ready for payment in the Payment box below the lines. Qondor records your name and the time, and Project Ledger shows the status to whoever pays the invoice. You pay the invoice in your accounting system, as you do today.
You cannot mark an invoice ready for payment while a line is still open or flagged. To undo it, click Withdraw in the same place. While an invoice is marked ready for payment, its decisions cannot be changed.
Step 6: See the status in Offer Admin
Back in Offer Admin, each product on the offer shows whether supplier invoices cover it:
Green: reconciled.
Orange: partly reconciled, for example when only some of the invoices for it have come in.
Hover over the mark to see how much of the Unit in price is covered, with a link to the invoice. Use the Reconciled filter to show what is reconciled, partly reconciled or not reconciled yet.
Tips for your first test
Start with what you are working on now. A current project with a supplier invoice still to check is the easiest test. Nothing is final until you decide, and every line decision can be changed.
No open invoices? Copy a project you have already reconciled and upload the original supplier invoice to the copy. The offer and its products come with the copy, but its supplier invoices and reconciliations do not. You already know the right answer, so you can compare it with the agent's. See Create a new project for how to copy one.
Pick a harder one. An invoice with many lines, a hotel invoice with conference elements, or a supplier that names things differently from your offer. That is where the time goes today.
Time one invoice by hand first. Then you have something to compare with.
If something looks wrong
What you see | What to do |
No Supplier invoices section in Project Ledger | The agent is not switched on for this project. Chat with us in Qondor or email support@qondor.com, and we will switch it on. |
Many lines end up under Unmatched invoice lines | Check that you chose the right offer, and that its products are published and have a Unit in price. Then open the ⋯ menu at the top of the review page and choose Run again. It replaces the previous result. |
The agent picked the wrong offer line | Click Change offer line and pick the right one. Your correction helps us improve how the agent matches invoices. |
The reconciliation failed | Qondor shows you why. Fix what it says, then start it again. |
You get a revised invoice | First delete the old reconciliation (⋯ menu, Delete reconciliation) and the old invoice. Then upload the new version and reconcile it. If you keep both, both count in Offer Admin. |
An invoice line is in another currency | The agent only compares amounts in the same currency and never converts them. A line in another currency is never auto-matched, so decide on it yourself. |
Your data
Handled securely. Your invoices are kept separate from other customers and handled in line with GDPR.
The agent suggests, you decide. Results are marked as AI-generated, and nothing is ready for payment until a person has decided on every line.
How the agent learns. The agent gets better the more it is used. Your corrections help us improve how it matches invoices. We do not use your invoices to train AI models, and your data is never shared with other customers.
The trial terms list every company that processes data for us. For the rules the agent follows, read How the Supplier Reconciliation Agent works.
Got feedback?
Your corrections are your feedback. Every time you change, link or ignore a line, it helps us improve how the agent matches invoices. For anything else, chat with us in Qondor or email support@qondor.com.
Your trial
Your free trial runs until 30 November, with no obligation to buy. Your Customer Success Manager has sent you the prices.
If you keep the agent: to keep using it with no break, an agreement needs to be signed by 30 November. If you tried it on selected projects, it opens up to every project in those offices.
If you do not: the agent is paused. Your invoices and the reconciliations you have done stay in your Qondor. You can still finish open reconciliations and mark invoices ready for payment, but you cannot check new invoices. The agent deletes its copy of your data within 90 days.
Read the full trial terms.
Questions people ask
Is an AI deciding what we pay?
Answer: No, you are. The agent suggests, and a person decides on every line before an invoice is marked ready for payment.
Does it change my offer?
Answer: Only when you choose to. Approving a line does not change the offer. Add to offer creates a new offer line, but only when you click it.
Does it check VAT?
Answer: It compares prices excluding VAT against the offer. Checking the VAT rate on every line is part of what we are building.