Order-Ship-Invoice 3-Way Match Auditor

The problem this kills

Your customer ordered 100 units at $4.20. The warehouse shipped 96. The invoice billed 100 at $4.50. Nobody noticed until the customer disputed it three weeks later - and now it's a credit memo, an awkward email, and a write-off.

Three-way matching - order vs. shipment vs. invoice - is the control that catches this before the invoice goes out. Most teams do it by eyeballing three spreadsheets, or they don't do it at all and just absorb the leakage. Either way, the small variances quietly add up: short-ships you still billed for, price drift between the quote and the invoice, the wrong SKU on the line. Each one is a dispute waiting to happen and cash you never actually collect.

This Implementation Plan gives you a tool that does the matching automatically, flags only the variances that matter (you set the tolerance), and makes a human approve every fix before it touches a billing system.

What you'll build

A small, private web app - just for your team - that:

• Imports three feeds: your orders, your shipments, and your invoices (CSV upload or Google Sheet today; a real integration later).
• Lines them up by order ID and SKU and compares quantity, price, and SKU across all three.
• Flags every variance that exceeds the tolerance you configure (for example: any price gap over 1%, any quantity gap at all, any SKU mismatch).
• Shows you, for each flag, exactly where the variance came from - which feed disagrees with which, and by how much.
• Puts each flagged mismatch in front of a reviewer who resolves and approves it before anything is marked corrected or released.
• Produces a clean, corrected list you can hand back to your billing system - or export as a CSV in the exact columns it expects.

What's inside the Implementation Plan

A complete, paste-and-go runbook. It opens by interviewing you about your business - your current matching process, the systems and spreadsheets you pull from, the real column names and SKU conventions in your data, your typical and peak invoice volumes, your exact tolerance and approval rules, and your messy edge cases (partial shipments, backorders, freight lines, bundles). It reads a short tailored spec back to you, gets your thumbs-up, and only then builds a tool shaped around how you actually work - not a generic template.

From there it walks you, one copy-paste prompt at a time, through standing up the database, the three importers, the matching engine, the tolerance settings, the reviewer approval queue, the audit trail, and the clean export - plus a verification checklist so you know it works.

The governance it includes (this is the point)

This isn't a script that quietly rewrites your invoices. Every build includes:

• Login, so only your team can open the tool.
• Row-level security, so each organization only ever sees its own data.
• A complete audit trail - who imported what, who approved which fix, and when.
• A hard human-in-the-loop approval gate - the tool drafts the resolution, a person reviews and approves, and only then is the correction committed or released.
• Duplicate guards keyed on order ID across feeds, so the same order can't be matched or corrected twice.

Who it's for

Accounts-receivable specialists, billing teams, and controllers who are tired of finding mis-billing after the customer does. If you live in order, shipment, and invoice spreadsheets and you've ever written off a variance you could have caught, this is for you.

You've got this - paste the first prompt.