Invoice Tracking Pro
From central warehouse to remote site, every invoice accounted for.
ITP controls the flow of goods and supplier invoices from a central warehouse out to remote camps and sites. Invoices are scanned and read by AI, grouped onto dispatch notes that remote sites formally approve, and routed through a resolution loop for damaged, short or missing goods. Every approved invoice — and every direct site delivery — lands automatically in one payment-ready database for Finance, with a full change history on every record.
What it does
Key features
The capabilities that matter — and the reason they were built this way.
AI Invoice Reading
Upload a supplier invoice scan and the app pre-fills the invoice number, date, PO reference and totals for a human to confirm — fast capture without surrendering control to the machine.
Dispatch Notes & Movements
Invoices are grouped onto dispatch notes that travel with the goods. Each movement is tracked from warehouse to site, so Finance can see exactly what is in transit and where.
Formal Site Approval
Remote sites approve, part-approve or query each invoice with a reason and a hold-or-release payment decision. Nothing reaches the payment database without that sign-off.
Resolution Loop for Exceptions
Damaged, short or missing goods open a resolution case tied to the invoice and the site. Queries can't quietly go stale — they stay visible until they're closed out.
Anomaly & Duplicate Detection
The dashboard flags duplicate invoices, PO mismatches, stale queries and out-of-line freight rates before they become a payment error.
Permission Matrix & Full History
A role-based permission matrix governs every screen, site users see only their own site's data, and every create, update and delete writes a before-and-after history row with the user who made it.
Who it's for
Multi-site operators — lodge groups, camps, remote branches — supplied from a central warehouse, where paper delivery notes and emailed invoices lose control of what was actually received.
Why it's built this way
This app was built for a real operating group running remote sites hundreds of kilometres from the finance office, where the old process was paper stamps, verbal confirmations and invoices that surfaced weeks late. The design principle is that control travels with the goods: the dispatch note is the contract between warehouse and site, the site's approval is the gate before anything becomes payable, and exceptions get their own resolution loop instead of dying in an inbox. Because the data is commercially sensitive, the permission model and audit history were engineered into the database itself, not bolted on in the screens.
Let's build the right thing for your business.
Tell us what you're trying to fix, finance or automate. We'll come back with a clear next step — usually within a working day.