Choose one of three approaches. The steps for that option appear below.
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ChatGPT builds the table, matches lines and tests the cap in readable code. You check values and sign off exceptions.
Get ready
Build the table
Check the table
Match in code
Sign off
Use: You
The consulting invoice PDF and the PO export with agreed rates and caps, plus finance's matching and rate rules.
Check both files are complete and you may upload them; keep the originals.
Use: ChatGPT
Upload the invoice and the PO export and ask for one common line table with a source location for each value.
What to paste into the tool
Task: Common line table with source references. Build one table covering both files with line ID, description, rate, quantity, amount, cap field and source location. State on the output that no goods receipt exists, so receipt-based confirmation is impossible, that this is a two-way match and not payment approval, and mark estimated matches as ESTIMATED. Mark a value UNCLEAR when it is not legible.
Use: You
Compare a sample of extracted rates, quantities and the PO cap with the invoice and the PO export, then correct the table.
Verify extracted rates, quantities and the PO cap against the source documents.
Use: ChatGPT
Paste the checked table and finance's rules; ask for the line match, rate checks and cap test as Python code that is shown.
What to paste into the tool
Task: Draft match table of invoice lines to PO lines with rate and cap checks, plus an exception list. Match each invoice line to a PO line or mark it UNMATCHED. Compare each rate with the PO rate and keep a running total against the PO cap. Show the Python code used. State on the output that no goods receipt exists, so receipt-based confirmation is impossible, that this is a two-way match and not payment approval, and mark estimated matches as ESTIMATED.
Use: You
Go through every unmatched line, rate difference and cap breach, check the receipt statement is on the output and sign off.
The output must say no receipt exists and that it is not payment approval; escalation happens outside this draft.
Claude extracts invoice and PO lines and builds a formula workbook. You read the formulas and sign off.
Get ready
Extract the lines
Check the table
Build the workbook
Read and sign off
Use: You
The consulting invoice PDF and the PO export with agreed rates and caps, plus finance's matching and rate rules.
Check both files are complete and you may upload them; keep the originals.
Use: Claude
Upload both files; ask Claude to extract invoice and PO lines with the PO cap into a table with line ID, rate, quantity and page.
What to paste into the tool
Task: extract the invoice lines and the PO lines, with the PO cap, into one table with columns for line ID, rate, quantity and source page. Read only the uploaded copies and copy every value exactly as shown; do not invent or estimate values. List any value you cannot read as a gap instead of guessing.
Use: You
Check the extracted table against the source files; send any line that does not match back for re-extraction or correct it yourself.
Verify extracted rates, quantities and the PO cap against the source documents.
Use: Claude
Enable code execution and file creation; ask for an Excel workbook with match, rate and cap formulas, plus the exception list with reasons.
What to paste into the tool
Task: Excel workbook with match, rate check and cap test formulas. Create an .xlsx workbook with one sheet for the lines, one for the match and one for the cap test, using working formulas that the reviewer can read. Mark a line UNMATCHED when no PO line fits and ESTIMATED where the match is a guess. State on the output that no goods receipt exists, so receipt-based confirmation is impossible, that this is a two-way match and not payment approval, and mark estimated matches as ESTIMATED. Task: Draft match table of invoice lines to PO lines with rate and cap checks, plus an exception list. List every unmatched line, rate difference and cap breach with the line IDs, the PO values and the invoice values, and keep the receipt statement on the output. State on the output that no goods receipt exists, so receipt-based confirmation is impossible, that this is a two-way match and not payment approval, and mark estimated matches as ESTIMATED.
Use: You
Open the workbook, read each formula and recompute the cap total by hand for one invoice; go through every exception and sign off.
The output must say no receipt exists and that it is not payment approval; escalation happens outside this draft.
Gemini drafts the rule checklist and line tables. You match lines, test the cap in your spreadsheet and sign off.
Get ready
Draft and extract
Match in your sheet
Sign off
Use: You
The consulting invoice PDF and the PO export with agreed rates and caps, plus finance's matching and rate rules.
Check both files are complete and you may upload them; keep the originals.
Use: Gemini
Upload both files and the finance rules; ask for the rate and cap checklist first, then the invoice and PO line tables, without matching.
What to paste into the tool
Task 1: Draft a short rate and cap checklist from the finance rules and the PO export, with the PO cap and rate for each service. Task 2: Using that checklist, extract the invoice lines and the PO lines into two tables with line ID, description, rate, quantity, amount, applicable cap fields and source location. Do not match, total or judge. Mark UNCLEAR where a value is not legible.
Use: You
Paste the two tables into your spreadsheet, match lines, compare rates and add the running total against the PO cap with formulas, then list exceptions.
Compare the drafted checklist with the finance rules; check every rate difference and cap breach.
Use: You
Go through every unmatched line, rate difference and cap breach, add the receipt statement to the output and sign off.
The output must say no receipt exists and that it is not payment approval; escalation happens outside this draft.
Best when: One chat with readable calculations
What it does: ChatGPT extracts and matches; you check, sign off
Strong at: Match runs as Python code you can read
Limit: Scanned values may extract inaccurately; check values
Free plan: Yes, limited (uploads and analysis capped)
Best when: You want inspectable formulas in a workbook
What it does: Claude extracts and builds; you check, sign off
Strong at: Creates Excel models with working formulas
Limit: Needs code execution and file creation enabled
Free plan: Yes
Best when: You want matching done in your own spreadsheet
What it does: Gemini extracts; you match and sign off
Strong at: Matching arithmetic stays in your own formulas
Limit: Large uploads may miss details; check the tables
Free plan: Yes
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Deciding between ChatGPT and Claude for this? See the comparison.
Never paste credentials or full payment details.
Verify extracted rates, quantities and the PO cap against the source documents.
Review every rate difference, unmatched line and cap breach; decide escalation outside this draft.
Every invoice line is matched to a PO line or explicitly unmatched, rates and running totals against the PO cap are checked, and the finance reviewer signs off the exceptions.
Check the result against your original inputs. Approve it before sharing or acting.