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Price and quantity exception
Exception reviewLiveSummit Peak HVAC Services · $6,780.00
What happened
The math is correct — that's exactly why this is dangerous to auto-approve on arithmetic alone. Two lines breach PO tolerance: a $250 unit-price overage and 6 unauthorized labor hours. Ledger Guard withholds the accounting draft and routes to both the finance manager (the $5,000.01–$25,000 band this invoice falls in) and AP.
Why it matters
An invoice that adds up correctly is not the same as an invoice that was authorized. Only PO and receipt evidence — not arithmetic — can confirm that.
SUMMIT PEAK HVAC SERVICES
1180 Cordell Industrial Blvd · Dayton, OH 45402
Invoice #: SPH-40917
Invoice Date: 2026-08-01
Due Date: 2026-08-31
PO Reference: PO-10312
Bill To: Keystone Facilities Group — Brackenridge Commons
Supplier Tax ID: 61-3390871
Currency: USD
Description | Qty | Unit Price | Line Total
Emergency compressor unit replacement — Qty 1 @ $3,650.00 = $3,650.00
HVAC technician labor, emergency repair — Qty 14 hrs @ $145.00 = $2,030.00
Refrigerant recharge, R-410A 5lb — Qty 1 @ $380.00 = $380.00
Emergency dispatch / diagnostic fee — Qty 1 @ $230.00 = $230.00
Subtotal: $6,290.00
Sales Tax: $490.00
Total Due: $6,780.00
Remit to: Meridian Trust Bank, Acct ending 7742, Routing ending 3390
| Description | Qty | Unit price | Line total |
|---|---|---|---|
| Emergency compressor unit replacement | 1 | $3650.00 | $3650.00 |
| HVAC technician labor, emergency repair | 14 | $145.00 | $2030.00 |
| Refrigerant recharge, R-410A 5lb | 1 | $380.00 | $380.00 |
| Emergency dispatch / diagnostic fee | 1 | $230.00 | $230.00 |
Supplier identity
exactSummit Peak HVAC Services · approved supplier since evidence on file, status approved.
Purchase order — PO-10312
partialBRCK · not-to-exceed $5900 · status open
| Line | Approved qty | Approved price |
|---|---|---|
| Emergency compressor unit replacement | 1 | $3400 |
| HVAC technician labor, emergency repair | 8 | $145 |
| Refrigerant recharge, R-410A 5lb | 1 | $380 |
| Emergency dispatch / diagnostic fee | 1 | $230 |
Goods / service receipt
c1000000-0000-4000-8000-000000000002 · received 2026-08-01 by R. Okafor · confirms 4 line(s)
Duplicate candidates
None found.
- Line-total recalculationPassed
All 4 line total(s) recompute exactly from quantity × unit price.
- Subtotal recalculationPassed
Sum of line totals equals the printed subtotal of $6290.00.
- Tax and grand-total recalculationPassed
Subtotal + tax equals the printed total of $6780.00 exactly.
- Supplier identity matchPassed
Tax ID 61-3390871 matches the approved Summit Peak HVAC Services record exactly.
- Remittance bank-detail comparisonPassed
Extracted remittance block (Meridian Trust Bank, acct ending 7742) matches the approved supplier master exactly.
- Normalized duplicate-identity matchPassed
No matching supplier, invoice number, date, or amount found in invoice history.
- Purchase-order statusPassed
PO-10312 is open.
- Unit-price tolerance — Emergency compressor unit replacementFailedBlocks auto-approval
Invoiced $3650.00 vs. PO-10312 approved $3400 — $250.00 over, exceeding the lower-of-2%/$25 tolerance ($25.00 max allowed).
- Quantity tolerance — HVAC technician labor, emergency repairFailedBlocks auto-approval
Invoiced 14 vs. PO-10312 approved maximum 8 — 6 over, with no receipt recording the additional quantity. Quantity tolerance is zero without receipt evidence.
- Matched PO line(s)Passed
2 line(s) match PO-10312 within tolerance: Refrigerant recharge, R-410A 5lb, Emergency dispatch / diagnostic fee.
- Embedded-instruction screeningPassed
No instruction-shaped content detected in extracted text fields.
Invoiced $3650.00 vs. PO-10312 approved $3400 — $250.00 over, exceeding the lower-of-2%/$25 tolerance ($25.00 max allowed). Invoiced 14 vs. PO-10312 approved maximum 8 — 6 over, with no receipt recording the additional quantity. Quantity tolerance is zero without receipt evidence.
Routed to
- → Finance manager
- → AP review team
Required next actions
- Resolve: Invoiced $3650.00 vs. PO-10312 approved $3400 — $250.00 over, exceeding the lower-of-2%/$25 tolerance ($25.00 max allowed).
- Resolve: Invoiced 14 vs. PO-10312 approved maximum 8 — 6 over, with no receipt recording the additional quantity. Quantity tolerance is zero without receipt evidence.
Accounting-system change
Withheld — no draft is created until this invoice reaches ready for approval.
Policy version policy_2026.3 · workflow 3c7decbf-c925-4043-af79-3459ef4331f4. No payment is ever executed by this demo.
- Submission received16:22:02 UTC
demo_scenario intake, submissionId sub_pipeline_price-quantity-exception_1786119721736.
- File validated16:22:04 UTC
application/pdf, 1792 bytes, downloaded from storage.
- Structured extraction complete16:22:14 UTC
Header and 4 line item(s) extracted to schema.
7356ms · $0.0126
- Evidence coordinates aligned16:22:15 UTC
27 of 28 fields aligned against the real document text layer; 1 unresolved.
- Arithmetic recalculated16:22:15 UTC
All 4 line total(s) recompute exactly from quantity × unit price. Sum of line totals equals the printed subtotal of $6290.00. Subtotal + tax equals the printed total of $6780.00 exactly.
- Supplier matched16:22:21 UTC
Tax ID 61-3390871 matches the approved Summit Peak HVAC Services record exactly.
- Duplicate check complete16:22:21 UTC
No matching supplier, invoice number, date, or amount found in invoice history.
- Bank-detail comparison: match16:22:21 UTC
Extracted remittance block (Meridian Trust Bank, acct ending 7742) matches the approved supplier master exactly.
- PO matched — partial16:22:22 UTC
PO-10312 is open. Invoiced $3650.00 vs. PO-10312 approved $3400 — $250.00 over, exceeding the lower-of-2%/$25 tolerance ($25.00 max allowed). Invoiced 14 vs. PO-10312 approved maximum 8 — 6 over, with no receipt recording the additional quantity. Quantity tolerance is zero without receipt evidence. 2 line(s) match PO-10312 within tolerance: Refrigerant recharge, R-410A 5lb, Emergency dispatch / diagnostic fee.
- Instruction screening16:22:22 UTC
No instruction-shaped content detected in extracted text fields.
- Decision: exception review16:22:23 UTC
Invoiced $3650.00 vs. PO-10312 approved $3400 — $250.00 over, exceeding the lower-of-2%/$25 tolerance ($25.00 max allowed). Invoiced 14 vs. PO-10312 approved maximum 8 — 6 over, with no receipt recording the additional quantity. Quantity tolerance is zero without receipt evidence.
- Replayed submission16:22:27 UTC
submissionId sub_pipeline_price-quantity-exception_1786119721736 was already processed — returned the existing workflow result without creating a new job.