Find what your vendors owe you.
Add the bills your vendors sent, from any accounting system. Get back what you were overcharged, with proof for every dollar and a letter for each vendor.
- Add your billsCSV or Excel from any system
- See what's owedwith the proof for each dollar
- Get it backsend the letters, track the money
Name and run
Sign the claim letters optional
Added under each letter so vendors know who to reply to. Kept on this device.
History
Every audit is kept on this device only, with its report, workbook and letters.
No audits yet. Your first one will appear here.
Back up
Audits live only on this device. Save a backup file to keep them safe or move them to another device; restoring adds them back, with their tracker.
How it works
Export what vendors billed from your accounting system or vendor portal as CSV or Excel. Column names don't need to match: "Supplier", "Bill No", "Amount Paid", "Cost Center" and many other spellings are recognised.
Where do I get these files?
Anything that can save a list as CSV or Excel works. Start with your bills; add payments next, since that's where most money is found.
- QuickBooks Online
- Reports → search "Transaction List by Vendor" for bills and "Bill Payment List" for payments → Export → Excel.
- Xero
- Reports → "Payable Invoice Detail" for bills; the "Payments" or bank account transactions for payments → Export → Excel.
- Other accounting software
- Look for a report of bills or accounts payable by vendor, and one of bill payments or checks. Export either as CSV or Excel.
- Food and supply distributors
- In the vendor's online portal, open invoices or order history and export the invoice lines (item by item). Your sales rep can send an "invoice detail" export if you can't find it.
- Paper or a notebook
- Download a blank template below, fill it in Excel or Google Sheets (vendor, bill number, date, amount), and save it as CSV.
Menu names differ between versions. Columns can be named any way; the app recognises many spellings and lets you match the rest.
The files, and what each one unlocks
Words used here
- Owed back
- Money the vendor should return or credit: you were charged or paid more than you should have been, and the paperwork shows it.
- Worth negotiating
- Nothing is owed, but you're losing money: a price that went up with no agreement behind it, or a discount you paid too late for.
- Credit memo
- A note from the vendor saying they'll take an amount off what you owe, for example for damaged goods.
- PO (purchase order)
- What you approved before the work or delivery. Billing past it without a change order is a claim.
- Contract price, cost-plus
- The price you agreed. Cost-plus means the vendor's own cost plus an agreed fee per item or a percentage.
- Claim letter
- A ready-to-send request to the vendor, listing each item and the rows that prove it.
- Fingerprint
- A code that proves the result: the same files always give the same fingerprint, so anyone can check the audit wasn't changed.
Can a vendor refuse?
Quality and shortages (damaged, short, wrong, spoiled): vendors usually accept these only if they're noted at delivery, on the receipt before it's signed or within a day or two, as their terms say. Keep a delivery-issues log or the driver's credit slips; add it here and the app finds the credits you asked for and never got.
Billing and payment mistakes (paid twice, overpaid, over the contract price, credits never deducted, math errors): these aren't covered by the delivery window. They're accounting errors, usually recoverable for years, unless your contract sets a deadline for invoice disputes. Set each vendor's window under Letters and every claim shows its send-by date.
General information, not legal advice. Your contract with each vendor is what counts.
Blank templates
Use these when an export is missing a column.
Your data
Files are read on this device and never uploaded. There is no account and no tracking. Audits are saved on this device until you delete them in History.