Invoice reconciliation for the invoices you issue.
We build AI agents that check every invoice you send against VMS hours, contracted rates, and fee schedules — so leakage surfaces before close.
Official services partner of the platforms defining AI
NVIDIA
Anthropic
Not 109 versions of the invoice — 900.
From billing teams we have sat with: operators at PE-backed staffing and workforce platforms, where every client bills through a different VMS portal and reconciliation is one job of twenty.
Nine hundred invoice variations
Not 109 versions of the invoice for 109 VMSs — closer to 900. Every client portal reports hours its own way, and each variation lands on the billing team.
Reconciliation is one of twenty jobs
Your reconcilers carry twenty different tasks in a day; checking invoices is one of them. It happens when there is time — and there usually isn’t.
Where the numbers don’t align
VMS hours, MSP fees, your contracted rates, and the payroll record each keep their own version of the number — and that is where the numbers often don’t align.
The rate creep nobody checks
An invoice goes out at last quarter’s rate, or misses the new fee schedule, because nobody re-reads the contract before billing. The undercharge compounds quietly.
Approve, approve, approve
The last tool’s review screen trained the team to click approve without reading — a human in the loop in name only, while the errors sailed through.
Silent leakage is a margin line, not a rounding error.
What the manual way looks like at a platform billing through a hundred VMS portals. Your numbers will differ — tracing one billing cycle puts figures on yours before anything gets built.
From an anonymized engagement — a PE-backed workforce-management platform billing through 109 VMS intermediaries
We encode your reconciliation rules.
No new system for your team to learn. The checks your best billing person would run on every invoice become the system — AI agents run them, people review exceptions.
- 01
Trace one billing cycle
We follow a month of invoices from VMS report to cash — which rates applied, which hours matched, where the numbers failed to align.
- 02
Encode the checks
Contracted rates, fee schedules, hour tolerances, markup rules — documented against your contracts and payroll data, encoded as rules you own.
- 03
AI agents check every invoice
Each invoice issued is reconciled against hours, rates, and fees before it goes out; anything that breaks a rule lands in a queue with the reason attached.
Invoice reconciliation software rents you the engine. Your rate rules are the product.
Licensed software ships generic matching rules and a data model your team configures and maintains — per seat, per module. It cannot know your VMS fee schedules or client contracts.
We build AI agents that run in your cloud, against your data, on rules encoded from your contracts. You own the IP; only exceptions reach a person, with the broken rule attached.
People do twenty different things in their day. VMS reconciliation is one of them.
Led by Peter Enestrom.
Asked by billing and operations leaders.
The straight answers, before you book anything.
Invoice reconciliation is the process of checking an invoice against the records behind it — the hours worked, the contracted rates, the fee schedules, and the payment that follows — so what was billed matches what was earned. On the billing side it means every invoice you issue is verified against VMS time data and the client contract, before it goes out and again when cash arrives.
Those are the pay side: bills your company receives and checks before paying. This page is the billing side: invoices your company issues, reconciled against VMS-reported hours, contracted rates, and remittance. The pay-side workflows are covered on our AP invoice automation and two-way matching pages.
Payroll reconciliation is the same pain family one system over. The payroll system is usually the record of truth for hours and pay rates; when what was billed disagrees with what was paid to the worker, the difference is leakage. The same encoded rules reconcile both directions — invoice against VMS, invoice against payroll.
That is the normal case, not the exception. Where a portal offers no API, AI agents work through it the way a person does — browser sessions and scheduled exports — so invoice reconciliation runs without waiting on an integration project. Legacy systems slow the work down; they do not block it.
By making the review a decision, not a click-through. Each exception arrives with the rule it broke and the evidence behind it — the contracted rate, the VMS hours, the invoice line. Reviewers see fewer items with more context, and every approval is logged against the rule, so boom-boom-boom approve stops being the path of least resistance.
It lands in the exception queue with the rule it broke — an under-billed rate, hours the VMS reported differently, a fee that never made it onto the invoice. Under-billing gets corrected and reissued; when the client short-pays instead, that is cash application — a sibling workflow that matches the payment when it lands.
Start with one workflow.
Tell us where your team loses hours. We will come back with a straight answer on whether AI can help, what it would take, and what it would pay.