Talo Guide

Reconcile supplier invoices against your price list

How to ask Talo to cross-check supplier invoices against your agreed price list and delivery notes, and get back an Excel with proof of every overcharge.

You have a regular supplier (or several) and want to check that every invoice charges what you agreed: the right price on the right date, the discount you negotiated, freight only when it should apply, the quantity that actually showed up at the warehouse. Doing this by hand, invoice by invoice, is slow, and it's exactly where overcharges slip through. Talo can cross-check invoices, price list and delivery notes in a single turn.

Steps

1. Gather three things in the project: the agreed price list for each supplier (with its validity dates, discounts and freight conditions), the invoices you've received, and the warehouse's delivery notes. One folder per document type helps, but it isn't required: Talo reads whatever is there.
2. Ask something like "check the supplier invoices in this project against the agreed price list and the delivery notes; look for any overcharge: a price that doesn't match the price list in effect on that date, an agreed discount that wasn't applied, freight charged when the price list says it should be free, a quantity invoiced that's higher than what was delivered, or a delivery note invoiced twice."
3. Ask for the result in two forms: "build an Excel with one row per discrepancy, the evidence, and the total overcharge" and "draft a claim email per supplier, saved as a file, don't send it." Talo doesn't need any email account connected for this: the draft stays in the project, you review it and send it yourself.
4. Open the Excel. Talo leaves it with several sheets: a summary per supplier, the detail of each discrepancy with its evidence (invoice number, delivery note number, correct amount versus charged amount), the full list of reviewed invoices with their status, and the price list terms it used to compare.
5. If something depends on how a price-list clause should be read (for example, whether a volume discount counts per line or per whole order), Talo flags it separately instead of assuming an answer: review that part yourself before claiming it.
6. Review the claim drafts, fill in whatever's missing (the supplier's email address, your signature) and decide yourself which ones you send and when.

Keep in mind this is a reconciliation aid, not legal or accounting advice: before claiming an amount, check the doubtful case yourself and, if needed, run it by whoever handles the books.