Inventory and Invoice Automation
Automatic reorder alerts before stock runs low and matching of supplier invoices against goods actually received, so purchasing decisions and payment approvals rest on current numbers instead of a manual count.
What This Automates
Two recurring problems sit at the centre of most stock and purchasing headaches: nobody notices an item is running low until it is already out, and a supplier's invoice does not always match what was actually delivered. This service builds the alerts and checks that catch both automatically, working from your stock movement and purchase records.
Where This Usually Goes Wrong
- A fast-moving item runs out before anyone notices the stock register was low
- A supplier invoice is paid without checking it against the delivery note or purchase order
- Quantity or rate differences between an order and the invoice are caught weeks later, if at all
- Stock figures on the shelf and stock figures in the register drift apart over time
- Reordering depends on one person remembering to check the register regularly
What the System Automates
Reorder Point Alerts
A threshold is set per item or category, and a notification goes out the moment stock crosses it, with enough lead time to reorder before it runs out.
Goods-Received Matching
Quantities recorded at the time of delivery are checked automatically against the supplier's invoice, and any mismatch is flagged before payment is approved.
Purchase Order Reconciliation
What was ordered, what was delivered and what was billed are compared against each other, so partial deliveries and rate changes do not slip through.
Stock Movement Sync
Sales, returns and transfers update the stock ledger as they happen, keeping the recorded quantity closer to what is actually on the shelf.
Controls You Set
- Reorder thresholds and lead-time buffers, per item or category
- Who receives a low-stock alert and through which channel
- How strictly a mismatch between an order, delivery and invoice is enforced before payment
- Which locations feed into a single consolidated stock view
Frequently asked questions
Do you replace our current inventory or billing software?
Not necessarily. Where you already run Tally or a similar system for stock and billing, we typically connect to it rather than replace it, adding the alerts and matching logic on top of your existing records.
Can reorder thresholds differ by item?
Yes. Fast-moving items can have a higher threshold and slower ones a lower one, and thresholds can also account for typical supplier lead time so the alert arrives with enough runway to act.
What determines what this costs?
The main factors are how many item categories and locations are involved, whether stock and purchasing data already sits in one system or several, and how much manual cleanup the existing stock records need before automation can trust them.
What determines how quickly this can be set up?
Timeline depends mainly on the state of your current stock data. Clean, consistent records connect quickly; registers with duplicate item names or long-unreconciled balances need cleanup first, which adds time.
How are mismatches between an invoice and a delivery handled?
A flagged mismatch is routed to whoever normally approves payment, with the difference clearly shown, rather than blocking payment outright — the decision to accept, query or reject stays with your team.
Can this work across multiple branches or warehouses?
Yes. Alerts and matching can run per location, with a consolidated view for anyone who needs to see stock and purchasing across all of them together.
What do we need to give you to get this going?
Access to your current stock and purchase records, however they are kept today, and a list of the items or categories where stockouts or invoice disputes happen most often.
Tell us what you need.
Send a short brief and one of our engineers will come back to you — usually the same day.
- No obligation
- We reply the same working day
- Your details stay private