From your inbox to your ledger, with a five-stage audit in between.
PODetect is a quiet piece of infrastructure that sits between the invoices landing in your finance inbox and the journal entries that hit QuickBooks, Xero, or Sage. It reads, matches, audits, posts, and surfaces only the exceptions — leaving you three minutes a week of digest review, not three hours a day of triage.
The pipeline
Five stages. Every invoice.
- Stage01
Read
Every AP invoice that lands in your shared finance inbox.
PDF, email, scanned paper — PODetect captures the invoice from the moment it's forwarded, extracts the line items, vendor record, remit-to, and amounts, and normalises it into the same shape your PO list already lives in.
- Stage02
Match
Reconciled against the open PO or engagement letter.
Each line is linked back to its purchase order or engagement letter. Open POs with missing end-dates, stale unit prices, and short deliveries are flagged before they can post — silently, while a clean match continues straight through.
- Stage03
Audit
Five rules fire, in order, on every invoice.
Duplicates, split-allocation, vendor drift, and sales-tax anomalies run alongside the PO match. Anything that clears all five keeps moving. Anything that fails any one of them pauses and routes to the digest, with the rule, the reason, and the suggested next action.
- Stage04
Post
Auto-posted to QuickBooks, Xero, or Sage — with a confidence score.
Clean invoices post through the official API on a post-only OAuth token. Each posting carries a confidence score, the matched PO, the canonical cost-center, and a 30-day reversal window in case the digest comes back with a thumbs-down the next morning.
- Stage05
Digest
Only true exceptions surface — Slack or email, every morning.
The day after, you see a short digest: the invoices that failed a check, the low-confidence matches, the vendor-master drift. Approve, re-route, or reject from a one-screen review. The rest posts silently. Three minutes a week, not three hours a day.
A flagged invoice
INV-80431 · Helix Cloud Services
What a flagged invoice looks like in the audit panel.
inbound · INV-80431
Vendor
Helix Cloud Services
Remit-to: unchanged from 2026-04-12
PO
PO-2417
Engagement: Westview Group · Q3
Amount
$4,820.00
Tax check
CA-RATE FAIL
canonical 8.625% · charged 9.250%
po-match ✓ vendor-drift ✓ duplicate-pay ✗ split-alloc ✓ tax-anom ✗
→ posting paused · awaiting digest
Duplicate (vs. INV-80412)
Duplicate (vs. INV-80412, 47 days ago, +$0.10 drift)
Sales-tax mismatch (CA · 8.625% vs. 9.250%)
Sales-tax mismatch — canonical CA 8.625% vs. charged 9.250%
Auto-posted by PODetect — paused by TAX-ANOM
The audit step
The five rules, every invoice.
Same vocabulary the home page uses, fired in order on every line item. Any rule that fails pauses the posting until your morning digest confirms a verdict.
- PO-MATCH
PO / contract match
- VENDOR-DRIFT
Vendor master drift
- DUPLICATE-PAY
Duplicate payment guard
- SPLIT-ALLOC
Split-allocation errors
- TAX-ANOM
Sales-tax anomalies
See next
Three accounting destinations it posts into
QuickBooks Online, Xero, or Sage Intacct — each integration unlocks the same three things, and once wires go live, you pick the one already on your desk.
Six verticals, the same five-rule audit
Pick the vertical closest to your AP shape — agencies, multi-clinic groups, controllers, consultancies, law — and read the per-vertical walkthrough.
Stop reviewing invoices. Start reviewing exceptions.
Quiet, recurring, fully autonomous after week two. Self-serve signup, monthly or annual, no sales call.