Stop Re-Keying Supplier Invoices

Field Forge reads the supplier invoice, matches it to the purchase order line by line, and updates your parts catalogue at the prices you actually paid. No double entry, and the next quote you write is costed on real numbers.

The problem nobody talks about

A supplier invoice lands. Somebody, usually the same person who runs the office, opens the original purchase order and starts working through it line by line. PO says skip hire £260. Invoice says £280. Pay or query? Pay, probably. Move on.

That is the visible bit. The invisible bit is what happens to the rest of the system. The £280 figure sits on the invoice. The £260 figure sits in your parts catalogue. Two weeks later you quote a similar job. Your quote uses the £260 figure because that is what the catalogue still says. You have just costed a job on a price you can no longer buy at.

Most field service tools were not built to fix this. They expect you to update the catalogue by hand, on top of receiving the invoice, on top of reconciling the PO. So nobody does it. The catalogue drifts. Your quotes drift. Margin leaks out of jobs you thought were profitable.

Contractors typically lose 6-10 hours a week to quoting and paperwork. A meaningful slice of that is double entry between invoices, POs, and the parts catalogue.

What we built

Field Forge reads the supplier invoice. PDF, photograph, handwritten, typed, it does not matter. The AI extracts the lines, matches them against the open purchase order, and pre-fills the bill with the matched figures.

Where the invoice line agrees with the PO, you confirm and save. Where it does not, the variance is shown next to the PO unit cost. You see "£260 to £280, plus 7.7%" before you commit anything, not three weeks later when the supplier statement arrives.

Items on the invoice that were not on the PO are surfaced as "not on PO" rows. Keep, query, or remove. If you keep a line, one click adds it to your parts catalogue at the billed unit cost. The next time you raise a PO with that supplier, the item is already there. The next time you quote a job that uses that part, the figure is current.

That last point is the bit that compounds. Your catalogue does not sit still while your suppliers reprice. It updates from real bills, so the next quote is costed on real numbers.

The AI suggests, the system calculates

This matters and we will keep saying it. The AI reads the invoice and proposes the match. It does not produce the totals.

Every line total, every variance figure, every subtotal, every VAT amount, the final bill total: those are computed by a deterministic engine, not by a language model. The AI says "I think this invoice line maps to PO line 2 at £280". The system, separately, multiplies, sums, applies VAT, runs the CIS-aware purchasing logic, and produces the figures you sign off on.

We do not want an AI making up a number that lands on your books. Neither do you.

UK-first, properly

Built for UK contractors, not a US tool with a Brexit retrofit. VAT is handled per line with the correct rate, including the domestic reverse charge where it applies. Nominal codes can be set per line and roll into your accounts. CIS-aware purchasing means the deduction logic sits in the right place when you are working with subbies through purchase orders.

The full audit trail logs the upload, the AI extraction, any changes before save, the variance flag, and the committed cost against the job. If your accountant asks where a number came from, or HMRC queries a VAT reclaim, the answer is one click on the bill.

Who it's for

If you have an office coordinator or a bookkeeper currently spending a chunk of every week reconciling supplier invoices against POs and updating prices by hand, this is built for you. Plumbers, electricians, gas engineers, builders. Sole traders up to firms of around 200 staff. UK and Ireland.

If your catalogue is more than a few months out of date, your quotes are already drifting. The fix is not "try harder to update the catalogue". The fix is to make the update a side effect of paying the invoice.

See it on your own invoices

Field Forge is the AI-native operating system for UK trade contractors. Start a free 30-day trial at fieldforge.io. Upload an invoice, see how the matching reads it, decide.