How it works
One line on an invoice changed.
Everything else looked normal.
This is a real invoice pair processed by VaultAP. Same vendor, seventeen days apart, both for a plausible amount against a valid purchase order. The second one redirects payment to a different bank account.
Comparison of two invoices from the same vendor
The amount went down. The purchase order is valid. A reviewer scanning a queue of forty invoices has no reason to stop on this one — which is exactly why bank detail changes are the most expensive thing an AP team can miss.
What happened in between
Five stages, every one of them recorded. The values shown are from this invoice's actual run.
- 01
Arrives
An invoice is uploaded, or forwarded to an address belonging to your organization. It is hashed, stored, and queued. Nothing blocks on processing.
- file
- 4-acme-bank-changed.pdf
- source
- upload
- status
- PROCESSING
- 02
Read
Every field is extracted with a confidence score — vendor, amount, dates, purchase order, and the remittance details that matter most.
- vendor
- Acme Office Supplies LLC
- invoice no.
- INV-2002
- total
- $1,033.22
- bank
- ****9930
- 03
Matched
The vendor is resolved against your existing records by fuzzy name match, so “Acme Office Supplies LLC” and “Acme Office Supplies” are one vendor, not two.
- matched
- Acme Office Supplies LLC
- prior invoices
- 1
- on file since
- Aug 4, 2026
- 04
Scored
Twelve rules run against the invoice and the vendor's history. Each carries a fixed weight. The rules decide the score; nothing about it is a model's opinion.
- BANK_CHANGE
- +30
- total
- 30 / 100
- mandatory review
- yes
- 05
Routed
Low scores clear on their own. Anything flagged waits for a person, with the reason attached — and a mandatory-review rule cannot be cleared automatically at any score.
- outcome
- IN_REVIEW
- reason
- Bank detail change
- cleared automatically
- no
Where an invoice ends up
Thresholds are yours to set. These are the defaults.
No one has to look at it.
Queued with the reason attached.
Surfaced first, notified immediately.
Two rules override the score entirely. A bank detail change and a match against a blocked vendor always require a person, even at a score of zero — the two cases where being wrong costs the most. All twelve rules and their weights are in the documentation.
See it run
VaultAP is a working demonstration build. Create an account and upload an invoice — a sample one is offered during setup if you don't have one to hand.