02 / Finance operations

Product Direction · In Development

FinanceOps

Validation & Reconciliation Platform

A controlled document-to-reconciliation workflow for invoices, purchase records, GRNs, exceptions, approvals, and ERP handoff.

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The operational problem

From fragmented work to a visible operating flow.

Finance operations spend significant time reading documents, re-entering fields, matching records, explaining exceptions, and chasing approvals across disconnected spreadsheets and ERPs.

BEFORE

— Manual field entry from PDF invoices into accounting tools

— Three-way matching performed manually across spreadsheets

— Discrepancies and exceptions get buried in email threads

— Approval context is fragmented and lacks line-item audit trails

AFTER

+ Structured data extraction with bounding-box source evidence

+ Rule-based deterministic three-way matching against PO and GRN

+ Explicit mismatch states with attached discrepancy explanations

+ Controlled ERP handoff locked until explicit human authorization

System workflow

AI LayerDeterministic CodeHuman GateExternal / Outbox

One flow. Explicit boundaries.

STEP 01EXTERNAL

Document IngestionPDF / Email / Upload

STEP 02AI

OCR & ExtractionField extraction with confidence

STEP 03CODE

Field ValidationFormat, totals & tax arithmetic

STEP 04CODE

3-Way ReconciliationPO & GRN matching logic

STEP 05CODE

Exception DetectionTolerance & variance checks

STEP 06HUMAN

Human ReviewException approval & sign-off

STEP 07EXTERNAL

ERP WritebackScoped ERP batch update

Unique signature · Document validation

Three-way reconciliation & strict tolerance gates.

01 / DOCUMENT TO STRUCTURED FIELDSOCR with Bounding-Box Evidence

Invoices are parsed into typed line items with exact visual coordinate anchors. Every extracted total and tax calculation is verified through deterministic arithmetic code.

INV-2048 ↔ PO-8892 ↔ GRN-147

02 / EXCEPTION & ERP LOCKDiscrepancy State Machine

If tax or unit prices deviate from PO tolerances by even $0.01, the system marks an explicit mismatch state. Direct ERP writes are locked until human finance review.

EXCEPTION: TAX VARIANCE → ERP WRITE LOCKED

Architecture

The system around the intelligence.

LAYER / 01

Extraction Layer

Documents become structured fields with source bounding boxes, text coordinates, and field-level confidence scores.

Document Intelligence · OCR · Structured Extraction

LAYER / 02

Validation Layer

Deterministic rules calculate item totals, VAT/tax tolerances, supplier tax IDs, and duplicate invoice hash checks.

Python Validation Engine · Policy Rules

LAYER / 03

Reconciliation Layer

Purchase Order (PO), Goods Received Note (GRN), and Invoice records are matched with explicit mismatch reasons.

PostgreSQL · Reconciliation State Machine

LAYER / 04

Operations & ERP Layer

Finance teams review discrepancies and authorize ERP writes with full audit provenance.

ERP Integration Connectors · Scoped API Access

Reliability engineering

Failure is a state to design, not hide.

FAILURE MODE / 01Source Evidence Attached

Every extracted number preserves its visual bounding box coordinates and source page reference for instant human verification.

FAILURE MODE / 02Deterministic Rule Results

Validation logic records every individual calculation and check result into immutable audit logs.

FAILURE MODE / 03Explicit Mismatch States

Discrepancies are treated as discrete workflow states rather than generic errors, preventing unverified document progression.

FAILURE MODE / 04Scoped ERP Writebacks

ERP integrations use least-privilege API tokens with idempotency protection to prevent duplicate invoice postings.

Human control

AI interprets. Code constrains. People authorize risk.

01AI Extracts & Annotates

Machine learning models extract unstructured text and propose field mappings with confidence scores.

02Code Validates Arithmetic

Exact mathematical calculations and policy tolerances are computed strictly in deterministic software.

03Humans Authorize Exceptions

Any discrepancy outside defined tolerances requires explicit human sign-off before downstream processing.

04No Autonomous Payments

The platform never executes disbursements or payment releases autonomously; authority remains entirely with finance officers.

Current limitations

What this page does not claim.

— This system is currently in product development; interface showcases represent documented system architecture.

— Does not provide autonomous payment authorization or credit decision-making.

— ERP connectors (SAP, NetSuite, QuickBooks) require customer-specific permission configurations.

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