An AI quantity variance agent compares billed quantity with ordered and received quantity for each line, and totals them across all invoices and deliveries against the PO.
The agent extracts invoiced quantities and units.
It pulls ordered and received quantities.
It compares quantity per line and explains the gap.
The receiver checks what actually arrived.
AP releases, holds or short-pays the line.
Resolved quantities update the PO and receipt.
It tells apart an over-billing, an under-delivery, a missing receipt and a unit-of-measure mismatch, because each needs a different fix.
It tracks how much of the PO has been billed so far, to stop the cumulative billed quantity exceeding what was ordered.
Quantity problems are rarely one big error. They come from partial shipments, split invoices and unit mix-ups that look identical on the surface.
Several receipts and invoices relate to one order line.
A box of twelve and twelve single items are not the same quantity.
Staff record what arrived days later or in the wrong quantity.
Suppliers ship extra and bill for it without agreement.
Nobody adds up prior invoices on the same PO line.
The agent reads the billed, ordered and received quantity for every line, and prior billed totals on the PO.
It converts units of measure where the data allows, and flags where it cannot.
It tests the new invoice plus earlier ones against ordered and received quantities.
It labels it as over-billing, short receipt, missing receipt or unit mismatch.
The receiver checks receipts, the buyer checks order intent, and AP holds the invoice meanwhile.
Bring a small sample and watch Flo work through it.
| Aspect | By hand | With the agent |
|---|---|---|
| Spotting | Quantity overbilling is noticed only when stock counts fail. | Each line is compared with received quantity on arrival. |
| Units | Cases, boxes and each are confused. | Units are normalised or flagged for the buyer. |
| Partial deliveries | Several part deliveries make totals hard to follow. | Running totals show ordered, received and billed. |
| Follow-up | Receivers are asked days later from memory. | The receiver gets a direct question with the line and dates. |
| Credit | Overbilled quantity is paid and recovered later. | Excess is held, so a credit can be asked for first. |
| If | Then | Who decides |
|---|---|---|
| Billed quantity equals received | Passes the line | None |
| Billed exceeds received | Holds the excess | Receiver or buyer decides |
| Billed is below received | Notes unbilled goods | AP analyst watches for a later invoice |
| Units differ between PO and invoice | Flags the mismatch | Buyer confirms conversion |
| Receipt not yet booked | Asks the receiver to book it | Receiver acts |
| Quantity exceeds PO quantity | Flags an overship | Buyer decides to accept or return |
The agent applies the allowance the buyer has set for such goods. The buyer confirms any larger gap.
The agent nets returns against the receipt and asks for a credit memo. The analyst tracks it.
The agent holds the damaged portion if the receiver records it. The buyer decides on credit or replacement.
The agent asks for the end customer or site confirmation. The requester provides it.
Talk it through with the team. We will map it to your steps and show where a person stays in control.
Start with stocked or counted goods.
Improve booking-in before widening.
Introduce conversions.
Link credits to returns.
This shows how often billing runs ahead of delivery. A concentration in one supplier or warehouse points to a delivery or recording problem to fix.
Quick answers to what people ask most about quantity variance.
Book a demoIt is the difference between the quantity on an invoice and the quantity ordered or actually received. It can mean over-billing, short delivery or a recording error.
It totals receipts and invoices across the whole PO line, so a partial delivery is compared with what has been billed to date rather than the full order.
It flags them and prepares the case. A buyer or AP team member decides whether to accept, query or reject the extra quantity.
It converts units where conversions are known and flags the rest for a person to confirm, since a wrong conversion misstates the quantity.
Price variance is the gap between the price a supplier charges on an invoice and the price agreed on the purchase order or contract.
→Invoice approval routing is the step of sending each invoice to the person or people with authority to approve it, based on amount, cost center, category and policy.
→Two-way match is the check that compares an invoice with its purchase order only, confirming that supplier, items, quantities and prices agree with what was ordered.
→Invoice approval reminders are the nudges sent to approvers when an invoice has waited too long for a decision, so it is not paid late.
→Bring a small sample of real items. We will show what Flo handles on its own and where it hands over to your team.
