Check contractor charges against the job the plant signed off
A weekend call-out fee, extra travel hours or a replacement motor can arrive on an invoice with nothing in the work order to support it. Duvo compares each line with the framework rate card and the signed job sheet, and puts unsupported charges in front of AP before the payment run.
Plant service invoice review
AP decision neededPS-104 · Weekend repair
- Charge status
- Unsupported
- Agreement
- Call-out fee needs an emergency request
- Evidence
- Job sheet has no request reference
The repair is confirmed, but the emergency request required for the additional call-out fee is missing.
Next action
Request fee evidence: send the approved query to the contractor and hold the fee for AP review under the existing payment policy.
Accept fee: record AP's reason and supporting evidence; invoice release follows the agreed AP process.
AP approves each disputed line
No query goes to a contractor and no disputed line is released without the AP owner's decision, backed by the plant's confirmation of the work.
View the wider product queue
Plant service invoice review
Contractor invoice lines checked against rate cards and job sheets.
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Showing 5 of 24 cases
- 1
Approval
Exceptions pause for the named owner
Each exception carries the source records, applied rule, recommended action, and the person authorised to decide.
- 2
Finding
Finding is visible before the action
The billed fee stays on hold until the agreement and the plant's job sheet support a treatment.
From contractor invoice to an AP decision on each disputed line
The evidence for a contractor charge is split between people who rarely see each other's records. The maintenance supervisor signs the job sheet, purchasing holds the framework agreement with its hourly, overtime and call-out rates, and AP receives an invoice that quotes only the purchase order. When a line carries an emergency call-out or a part the job sheet does not mention, AP cannot tell an unsupported charge from a clerical error. The query goes back and forth by email until the payment run forces a decision.
- 0101
Match the invoice to the work order
Duvo reads the contractor invoice and ties each line to the purchase order, the maintenance work order and the signed job sheet or service report, whether these arrive as PDFs, email attachments or ERP records.
- 0202
Check hours, rates and parts
Billed labour is compared with the hours on the job sheet, rates with the rate card in force on the service date, and invoiced parts with the parts the technician recorded. Call-out, travel and overtime charges are checked against the conditions the agreement attaches to them.
- 0303
Prepare the contractor query
Each disputed line is assembled with the billed amount, the clause it conflicts with and the missing evidence, and Duvo drafts the query to the contractor for AP.
- 0404
Your team decides
Decide the disputed lines
The AP owner, with the plant's confirmation where needed, releases the invoice, asks the contractor for a credit note or corrected invoice, or holds the line for review.
- 0505
Send the query and record the result
The contractor receives the query with the rate-card clause and job sheet attached. Duvo records AP's decision against the invoice and checks the credit note or corrected invoice when it arrives.
Contractor billing and maintenance records, read together
Systems and control details
Invoices and purchase orders usually sit in the ERP, work orders in the maintenance system, and job sheets arrive as scans or photos from site. Duvo reads all of them, through an API where one exists and approved browser access or exports where it does not.
ERP invoices and purchase orders, Framework agreements and rate cards, Maintenance work orders, Signed job sheets and service reports, Contractor correspondence
AP approves each disputed line
No query goes to a contractor and no disputed line is released without the AP owner's decision, backed by the plant's confirmation of the work.
Rules from your agreements
Rates, call-out conditions and required evidence come from the agreements you select. Duvo does not infer completed work from an invoice, change purchase orders or release payments.
Original charge kept intact
The billed line, the comparison, the plant's confirmation, AP's decision and the contractor's reply stay linked. The original invoice is never overwritten.
What teams ask about Plant service invoice review
Which documents do you need to check a contractor invoice?
The invoice, its purchase order, the framework agreement or rate card, and the work order with the signed job sheet or service report. One contractor at one plant is enough to test the checks.
What happens when the job sheet for a charge is missing?
The line is marked as missing evidence and held for AP, and the query asks the plant or contractor for the job sheet. A missing document is not treated as proof of an overcharge.
How are rate changes during the agreement handled?
Each line is checked against the rate card in force on the service date. Where two versions of the rate card conflict, the line goes to purchasing to confirm which applies.
Can Duvo release or block invoices in our ERP?
It records the decision AP makes against the invoice. Release, correction and payment follow your existing AP process and approval rights.
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