The agent reads a supplier invoice, compares every line with the offer on your project, and sorts the lines so you know where to look. It suggests, and you decide. Share this article with anyone on your team who checks or approves supplier invoices.
Just want to get started? Read How to use the Supplier Reconciliation Agent.
On this page
At a glance
It suggests, you decide. The agent never approves anything for payment. Even auto-matched lines wait for you to approve them, which is why that group is called quick verify.
It never makes things up. A value it cannot read stays blank. A line it cannot place stays unmatched. It can only match to lines that are on your offer.
It explains itself. Every line that needs you shows a badge naming what differs, the two figures side by side and a short reason.
What the agent does not do
Approve, pay or post invoices. It stops at ready for payment, and you pay in your accounting system as you do today.
Change your offer. Approving a line leaves the offer as it is. Add to offer creates a new offer line, and only when you click it.
Check VAT rates. That is part of what we are building. See VAT and other taxes.
Handle commission.
Convert currencies.
Match against products that are not published or have no purchase price (Unit in).
From invoice to review list
Six stages run in this order. The first three prepare the invoice and your offer, the next two do the matching, and the last one is yours.
1. You upload the invoice
Upload the supplier invoice in Project Ledger and start the agent. A run usually takes a few minutes. A very long invoice can take a little longer.
2. The agent reads the invoice
The file is turned into text, and an AI model picks out every line that is billed: description, article number, quantity, unit, unit price, amount excluding VAT, VAT, and for hotel and event lines the number of people and the dates. Headings, subtotals and page footers are skipped.
A field the agent cannot find is left blank. Nothing is made up. If an invoice states a total on the first page and lists the details later, both are kept, and the matching works out which level of detail your offer uses.
3. The agent prepares your offer
No AI is used in this step. The agent takes the purchase side of your offer: what you agreed to pay the supplier. It keeps the offer's own grouping, so a package sold as one item stays one item.
4. Rule-based checks run first
Five checks run in a fixed order, with no AI. See The checks, in order.
5. An AI model reads what is left
For each line still open, an AI model is shown the offer lines no check has paired and works out which one or ones the line is for. That is how a line in the supplier's own words, or in another language, still finds its offer line.
6. You review
Every line lands in a group with a badge and a reason. You approve, link or ignore each line, one at a time, or all auto-matched lines at once. Then you mark the invoice ready for payment. The steps are in How to use the Supplier Reconciliation Agent.
The checks, in order
Check | What it looks for | Where the line lands |
One to one | The invoice line and an offer line share an article number or have clearly similar descriptions, and the amounts excluding VAT agree within the tolerance. | Auto-matched, quick verify |
Package roll-up | Your offer lists a package as several lines, for example room, breakfast and plenary, while the supplier bills it as one line. The check adds up the package lines and compares the total with the invoice line. The invoice line must refer to the package, by name or article number. | Auto-matched, quick verify |
Room-night roll-up | Hotels often bill all room nights as one line, while your offer has them per room type or per night. The check adds up the offer's room lines within the invoice line's dates, give or take a day. | Auto-matched, quick verify |
Split | The opposite of a roll-up. Your offer has one line, such as "Breakfast, 2 days", and the supplier bills one line per day. | Auto-matched, quick verify |
Same item, different figures | Clearly the same item, by article number or description, but the price, quantity, amount or number of people is outside the tolerance. The badge names what differs. | Needs your decision |
Rules the agent always follows
Only published products with a purchase price. The agent only matches against products on the project's offer that are published and have a purchase price. Product status does not matter, so cancelled products are included too.
The right supplier. An invoice never matches offer lines from a different supplier. Organisation numbers are compared without spaces or punctuation. If a number is missing, nothing is blocked, because a missing number cannot prove a mismatch.
The same currency. Amounts are only compared in the same currency. A line bought in a foreign currency is compared in that currency. The agent does not convert currencies, and a line in another currency is never auto-matched, so you decide on it.
A small tolerance. Amounts excluding VAT count as agreeing when they are within 1.00 in the offer's currency, or within 2% of the offer amount. Quantities must match exactly. Dates can differ by one day. These limits are the same for every customer.
Same product, not just the same amount. Two different items can cost the same, so the rule-based checks never match on amount alone. The invoice line and the offer line must also share an article number or similar wording. This matters most when the agent adds several lines together, because small lines can add up to almost any total by chance.
Each offer line is used only once. When an invoice line is matched to an offer line, that offer line is used up, so one agreed item cannot cover two different charges. If the supplier bills one item over several lines, such as breakfast billed day by day, those lines are matched to it together. If the agent links several invoice lines to the same offer line, they go to Needs your decision, marked so you can look at them together.
The AI only picks from what it is shown. It only sees the offer lines no check has paired, and can only choose from those. Anything else it names is discarded. It never marks a line ready for payment.
Where each line lands
Group | How a line gets here | Badges | What you do |
Flagged for the supplier | You flagged the line to check it with the supplier. Flagged lines sit at the top. |
| Approve or ignore the line, or remove the flag. Until then, you cannot mark the invoice ready for payment. |
Auto-matched, quick verify | A rule-based check or an AI link found the offer line, and every figure agrees within the tolerance. | Matched | A quick look is usually enough. Approve lines one by one, or all at once. |
Needs your decision | The agent found the offer line, but a figure differs. Or the pairing needs a person to confirm it, for example when two invoice lines point to the same offer line. | Price differs, Quantity differs, Amount differs, Several differ, Review | Read the reason and the two figures. Approve, change the offer line or ignore. |
Unmatched invoice lines | No check and no AI link found an offer line. It may be an extra that was never on the offer, a line worded in a way the agent could not place, or a second line for an offer line that is already taken. If the agent could not finish matching a line, the line says so. | Missing on offer | Link it to an offer line, add it to the offer, or ignore it. An ignored line leaves the comparison. |
Reviewed | Every line you have decided on. | Approved, Ignored | Change a decision where the line stands. It does not jump back into the list you are working through. |
An example. On a 15-line hotel invoice from Lisbon, partly in Portuguese, 11 lines are auto-matched, including the city tax and lines the hotel worded its own way. Two need your decision: 20 hours of AV technician billed against 16 agreed (+300.00), and a gala dinner at EUR 62 a person against 58 agreed (+240.00). Two are not on the offer: a minibar and a late check-out. The difference comes to +646.50, and you could use Add to offer for the minibar so you can invoice it on to your customer.
The difference figure
Every reconciliation shows one figure at the top: Invoice total minus Agreed in the offer gives the Difference. All amounts exclude VAT.
Agreed in the offer counts matched offer lines only. Offer lines you have not been invoiced for, such as a deposit or a hotel you cancelled, stay out. That way an invoice that covers part of your offer does not look like a saving.
Unmatched lines stay in. A charge that was never on the offer still shows in the difference.
Ignoring a line takes it out of both sides.
It updates as you go. Every decision you make recalculates the figure.
Plus or minus. A positive difference means the invoice is higher than what you agreed for the lines billed. A negative difference means it is lower.
VAT and other taxes
The agent compares amounts excluding VAT: line amounts, unit prices and the difference.
VAT rates are read but not checked yet. The agent reads and keeps the VAT rate, the VAT amount and totals including VAT, but they do not take part in the matching. So a wrong VAT rate is not flagged today. Checking the VAT rate on every line is part of what we are building.
Invoices that only show amounts including VAT. The agent compares the supplier's amounts excluding VAT with your offer. If the invoice only shows amounts including VAT, the agent works out the amount excluding VAT from the VAT stated on the invoice. If the invoice does not state the VAT, the line cannot be matched on amount.
VAT shown only in the totals. Some suppliers price lines including VAT and only show the VAT at the bottom. On those invoices, a line can show a difference the size of the VAT that is not a real difference. If a difference matches the VAT on that line, check how the supplier shows VAT before you decide.
Other taxes. A city or tourist tax is treated like any other line. If it is on your offer, the agent matches it, like the Lisbon city tax in the example above.
The top of the review page also reminds you that amounts are excluding VAT.
Where the agent needs you
The agent handles most lines on its own. These situations still need you:
Part of a product is billed. The supplier bills two of three days now and the rest later. The amounts do not add up to the offer line, so nothing is auto-matched. The line goes to Needs your decision with the gap shown, or to Unmatched invoice lines if the wording does not make the link clear.
The figures agree, but the day changed. The agent checks the figures. It does not know what happened on the day. If a session was shortened but billed at the agreed fee, the line is still auto-matched. That is why auto-matched lines wait for your quick look.
The agent can miss a difference. Its results are suggestions. Nothing is ready for payment until you have decided on every line.
How the agent gets better
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.
Before a change to the matching reaches you, we test it against a set of realistic invoices where a person has decided the right answer for every line.
Your corrections do not change the result on the next invoice straight away. They make the agent better in later updates.
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 data in detail
Handled securely. Your invoices are kept separate from other customers and handled in line with GDPR.
What the agent reads
The supplier invoice, in full.
The purchase side of your offer: product names, quantities, purchase prices, VAT rates, dates, number of people, and the supplier's name, organisation number and VAT number.
What the agent leaves out
Sales prices, margins, customer and project names, participant lists and notes are not used.
Supplier invoices can include names, for example of guests or contacts at the supplier. The matching does not rely on them. Please remove any health information about guests, such as medical notes, before you upload an invoice.
AI models
We do not use your invoices to train AI models. The AI providers that process your invoices do not use them to train their models either. They may keep a copy for up to 30 days to run the service and monitor misuse.
Who can see your data
At Qondor, access is limited to the team working on the agent. Your data is never shared with other customers, or used in a way that identifies you, your suppliers or your prices to others. We may use anonymous statistics, such as match rates and processing times, that cannot identify you, your suppliers or anyone else.
How long it is kept
If you keep the agent: as long as your agreement runs. Invoices and results are deleted no later than 90 days after it ends, or earlier if you ask us in writing.
If you do not: your invoices and the reconciliations you have done stay in your Qondor, but you cannot upload new invoices to the agent. The agent deletes its copy of your data within 90 days after the trial ends, or sooner if you ask us in writing.
Companies that help us run the agent
The trial terms list every company that processes data for the agent, and what each one does.
Questions people ask
Why was a line with different wording auto-matched?
Answer: Every figure agreed. When the agent links a line to one offer line and the amount, unit price, quantity and number of people all agree within the tolerance, the line is auto-matched, whatever the wording. You still approve it.
Why does a line with the right amount need my decision?
Answer: An amount on its own is not enough. If the quantity, unit price or number of people differs, or several lines point to the same offer line, the agent asks you.
Why is a line unmatched when it is on our offer?
Answer: Check that the product is published and has a purchase price, that the invoice comes from the supplier on the offer line, and that the currencies are the same. If another invoice line already took that offer line, link this one by hand.
Can we change the tolerance?
Answer: Not today. The same tolerance applies to every customer: 1.00 in the offer's currency, or 2%.
Can I run the agent again on the same invoice?
Answer: Yes, for example after you have published a product or added a purchase price. Open the ⋯ menu at the top of the review page and choose Run again. It replaces the previous reconciliation.
What about revised invoices?
Answer: First delete the old reconciliation (⋯ menu, Delete reconciliation) and the old invoice. Then upload the revised invoice and reconcile it. If you keep both, both count in Offer Admin.
Does it handle commission?
Answer: Not yet.
Related articles
This article describes the agent as of November 2026.