Invoice amount
R48,200
On paper vs in real life
Paying a supplier invoice
On paper: 4 steps · In real life: 1 hidden step, 4 unwritten rules
An illustrative example. Bongi, Lerato and the approval limit show the kind of unwritten rules we map.
Cape Town, South AfricaCompare the two views
On paper vs in real life
The steps and the unwritten rules.
On paper
- Step 1
Invoice arrives
- Step 2
Check it against the purchase order
- Step 3
Approve
- Step 4
Pay
In real life
- Step 1
Invoice arrives
This supplier always sends it twice. Ignore the second one.
- Step 2
Check it against the purchase order
Use Bongi's spreadsheet, not the system. The system is wrong.
- Hidden step
Phone the branch to confirm delivery. Not in any procedure. Done every time.
- Step 3
Approve
Over R50k? Only Lerato. If she's on leave, it waits.
- Step 4
Pay
Fridays. Except month-end. Then Thursday.
On paper: 4 steps · In real life: 1 hidden step, 4 unwritten rules
An illustrative example. Bongi, Lerato and the approval limit show the kind of unwritten rules we map.
How a decision gets made
The judgment stays with your people. The routine goes to the system.
Your people make the decisions that need experience. Everything repetitive is handled by plain rules, and AI is only used where it genuinely helps. Every step stays inside limits you set.
Illustrative. The audit gives your real split.
Worked example: Invoice INV-3381
Purchase order
R46,000
Difference
R2,200 (4.8%)
Your rule: Differences under 2% are approved automatically. Anything above goes to the finance manager.
| Who | What happens | Why |
|---|---|---|
| AI | Reads the PDF and pulls out the lines | Supplier layouts all differ, so this needs reading, not rules |
| Rule | Matches it to the purchase order and delivery note | Same check every time |
| Rule | Applies your 2% limit | 4.8% is over, so it can't be approved automatically |
| Person | Lerato decides | She knows this supplier added a delivery surcharge |
Sent to Lerato with the invoice, the order, the delivery note and this supplier's last three invoices. One click to approve.
Rules
Usually most steps
AI
A small slice
People
The decisions that matter
Start here
Give your people their time back.
- What you get
- Your process map, the cost, a fixed build quote
- Price
- Fixed fee, agreed upfront
- If you go ahead
- Fee credited to your build