Marketing Invoice Intake & Reconciliation
Log every incoming marketing invoice, match it to the approved PO/budget line, flag over-PO amounts and duplicates, and queue clean ones for a manager to approve as OK-to-pay - then export an AP-ready batch.
A private internal tool where invoices get logged, auto-matched to POs, mismatches and duplicates are flagged, a manager approves OK-to-pay, and you export a clean AP-ready CSV - so you never pay twice or pay for unapproved work.
Before you start
- A list (CSV or Google Sheet) of your incoming marketing invoices: vendor, invoice #, amount, date, PO reference
- Your approved POs / budget lines (vendor, PO #, approved amount, remaining balance)
- Free Vercel, Supabase, and Resend accounts (the plan walks you through setup)
The problem this kills
Marketing invoices arrive from everywhere - the agency, the freelance designer, the ad platform, the swag vendor, the events company. Someone in marketing ops has to figure out: is this real? Did we actually approve this work? Is the amount right? Did we already pay it last month under a slightly different invoice number?
When that check lives in your head and a spreadsheet, two expensive things happen. You pay invoices that were never approved or that quietly run over the agreed PO. And, worse, you pay the same invoice twice because a vendor re-sent it and nobody noticed. Finance pushes back, the budget looks wrong, and you spend your week chasing paper instead of running campaigns.
This tool turns that judgment call into a clean, repeatable check that a person still signs off on - so nothing bad gets to Accounts Payable.
What you'll build
A private web app for your team that:
- Logs every incoming marketing invoice - by upload, paste, or CSV import.
- Matches each invoice to its approved PO / budget line - a simple 3-way-style check of invoice vs PO vs approval.
- Flags the problems automatically - amount over the PO, no PO at all, and duplicates (same vendor + invoice number, so you can't pay twice).
- Puts a manager in the middle - clean matches and flagged exceptions land in an approval queue; nothing becomes payable until a person clicks "OK to pay."
- Exports an AP-ready batch - a clean CSV in exactly the columns your accounting system expects.
What's inside the Implementation Plan
The plan is a single file you paste into an AI coding agent (Claude Code). It builds the whole tool with you, step by step, in plain language.
It opens by interviewing you about your business. Before it writes a line of code, the plan has the agent ask how your invoices actually flow today, what your vendors and PO numbers look like, your real field names, your over-PO and no-PO rules, who approves, and your messy edge cases. It reflects a short tailored spec back to you for a thumbs-up - so you get a tool shaped around your process, not a generic template you have to bend to fit.
From there it walks through setup, the database, login, the matching engine, the duplicate guard, the approval gate, and the AP export - each step ending in a ready-to-paste prompt.
The governance it includes (this is the point)
This isn't a loose spreadsheet macro. The plan bakes in real controls from the start:
- Login so only your team can open the tool.
- Row-level security so each organization only ever sees its own invoices and POs.
- A full audit trail - who logged, matched, approved, or exported what, and when.
- A hard human-in-the-loop approval gate - the tool drafts the match and the flags; a manager reviews and approves before anything becomes payable.
- Duplicate guards keyed on vendor + invoice number, so the same invoice can never be processed or paid twice.
Who it's for
Marketing ops, marketing finance partners, and budget owners who receive vendor invoices and have to vet them before handing them to Accounts Payable. If you're the person who reconciles agency and vendor spend against approved POs, this is built for you. No developer required.
You've got this - paste the first prompt and let the agent interview you.