Reconcile vendor invoices against issued purchase orders
Every Monday, WebRun opens Plunet, XTRF, and QuickBooks, matches each vendor invoice received against the corresponding purchase order, flags any amount discrepancy or missing PO reference, and posts a full reconciliation report to your finance team in Slack.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automatically reconcile vendor invoices against purchase orders for my translation agency?
WebRun opens Plunet, XTRF, and QuickBooks every Monday, pulls all issued purchase orders and received vendor invoices for the billing period, matches each invoice to its PO, and flags any amount discrepancy or missing reference. It posts a full reconciliation report to your finance team in Slack, ready for approval without hours of manual checking.
- Every vendor invoice is matched against its PO automatically each week
- Discrepancies are flagged before payment runs so nothing is overpaid
- Finance team sees a full reconciliation report without opening three systems
Built for translation agencies · LSP finance teams · language service providers · localization operations managers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
www.plunet.com/loginin a real browser with your saved login - no setup, no API keys. -
1
Plunet - pull issued purchase orders and agreed rates
plunet.com
WebRun opens Plunet to pull issued purchase orders and agreed rates. - Open Plunet and pull all purchase orders issued to vendors in the current billing period
- Record the PO number, vendor name, job reference, task type, word count, agreed rate, and total PO value for each
- Note any POs marked as awaiting invoice receipt
Done when All issued POs for the billing period are listed with their agreed values.
-
2
XTRF - cross-check vendor job records
xtrf.eu
WebRun opens XTRF to cross-check vendor job records. - Open XTRF and cross-check the vendor job records for each PO to confirm the task was completed as scoped
- Note any last-minute scope changes such as additional words or revised deadlines that would affect the invoiced amount
- Flag any vendor job with an open dispute or pending correction
Done when Every PO has a confirmed job record and any scope changes are noted.
-
3
QuickBooks - match vendor invoices received
- Open QuickBooks and retrieve all vendor invoices received in the current billing period
- Match each invoice to its corresponding PO by reference number
- Flag any invoice where the amount differs from the PO value by more than your tolerance threshold
- Note any invoice with no matching PO reference
Done when Every vendor invoice is matched or flagged, with discrepancy amounts recorded.
-
4
Slack - post reconciliation report with discrepancies flagged
slack.com How to Automate Slack
WebRun opens Slack to post reconciliation report with discrepancies flagged. - Post a reconciliation report to the finance channel listing matched, flagged, and unmatched invoices
- Show the PO value, invoiced amount, and discrepancy for each flagged item
- Summarize the total matched value and total value under query
Done when Finance team has a full reconciliation report with matched and flagged invoices in Slack.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it approve or pay any vendor invoices automatically?
No. WebRun is a read-only reconciliation tool. It reads data from Plunet, XTRF, and QuickBooks and reports mismatches to your team. All approvals and payments remain with your finance staff.
What tolerance does it use for flagging a discrepancy?
The default is any invoice that differs from the PO value by more than five percent. You can tighten this to a fixed amount or a different percentage to match your approval policy.
How does it handle scope changes that legitimately change the invoice amount?
It cross-checks the XTRF job record for any approved scope changes. If a change is logged, the adjusted value is used for the match. Undocumented scope changes are still flagged for manual review.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.