How InvoiceGap works
Choose what to check, add your records, and review invoices, deliveries, credit notes and payments together. InvoiceGap shows which differences the documents support, what remains unclear and what to check next.
Why simple matching is not enough
In B2B trade, a correctly issued invoice can still result in a materially different settlement after subsequent commercial or operational adjustments.
A shipment may arrive short. Part of the delivery may be rejected. A buyer may issue a claim. A credit note may be valid — or may refer to the wrong transaction. A payment may cover several invoices, or only part of the amount the buyer already recognized.
Looking only at the invoice and payment may identify a variance without explaining its underlying cause. It does not always show why.
InvoiceGap helps financial control trace that variance across the relevant commercial, operational and financial records.
Follow the transaction from commercial terms to payment
The documents vary by industry, but a receivables variance may originate at several stages before it appears as an outstanding financial balance.
The InvoiceGap model
Instead of compressing every difference into one unexplained outstanding balance, InvoiceGap keeps three separate financial states.
Expected represents the amount supported by the applicable commercial terms and transaction records. Depending on the business, that can include contract pricing, relevant quantities, agreed adjustments and other supported commercial terms.
The objective is not to estimate what an invoice “probably should be.” It is to establish a supportable financial starting point from the available records.
Recognized keeps legitimate commercial adjustments separate from the payment itself.
A valid credit, deduction, claim or other supported adjustment may change the amount that remains commercially due. That change belongs here — not inside the payment number.
Paid reflects the amount actually applied through payment or remittance evidence.
Keeping Paid separate means a short payment cannot silently rewrite the commercial explanation that came before it.
Two variances. Two different questions.
Separating the two variances gives financial control a clearer basis for investigation, resolution and action.
This is where InvoiceGap identifies the supported commercial explanation: quantity differences, delivery issues, returns, claims, pricing adjustments, credit notes or other relevant events.
This is the settlement question: short payment, partial payment, unapplied cash, incorrect allocation, or an amount that still has no supporting explanation.
Illustrative example
This example is illustrative and is not presented as a customer result.
Supported delivery shortage and credit
Payment difference with no supporting adjustment found
Five steps, from files to a decision
Your team chooses the scope and stays in control of the final decisions.
Check all supported discrepancies or focus on delivery quantities, claims, pricing adjustments or payments. Narrow the review by buyer and period when useful.
Upload invoices, orders, delivery documents, credit notes, remittances and payment evidence, or select files already in your workspace.
InvoiceGap compares linked transactions where the evidence is sufficient. Commercial adjustments and payment differences are shown separately.
See what the records support, which documents are missing and which connections still need human review. Missing evidence never means there is no discrepancy.
Review open cases and reports, record decisions and choose the next action. Your team remains responsible for accounting, legal and commercial decisions.
When the evidence is not certain
Business records are often incomplete. References can conflict. Several deliveries may relate to one invoice. Two contracts may overlap. A document may suggest a reason without proving it.
Where the available records do not support a reliable conclusion, InvoiceGap keeps the ambiguity visible for review and separates uncertain evidence from confirmed financial conclusions.
Human review remains part of the workflow where judgement is required.
For financial control
See the three financial states separately instead of hiding them inside a single balance.
Understand whether the difference appears commercial, physical, financial or still unresolved.
Keep the explanation connected to the relevant source documents and transaction evidence.
Support financial control by focusing review on the cases that require recovery, escalation, further investigation or closure.
COMMON TRADE DISCREPANCIES
Short shipments and differences between ordered, shipped, delivered and accepted quantities.
Reported damage, rejected or returned quantities, and customer quality complaints.
Invoice pricing differences, agreed discounts and linked credit notes.
Customer-recorded deductions, claims and adjustments requiring supporting documents.
Partial payments, unmatched allocations, overdue invoices and outstanding balances.
No ERP project required
Your ERP remains your system of record. InvoiceGap works with the files you choose to upload.
Upload Excel, CSV, PDF, ERP exports, bank statements and shipping documents. Review them together with your finance team, or use the results for management review.
See the workflow on your data