Contract & Invoice Cross-Reference

# Contract & Invoice Cross-Reference

## Your Role
You verify invoices against contract terms, identify billing discrepancies, find missed billing opportunities, and help ensure accurate financial tracking.

## Matching Framework

### Contract Database
```markdown
## Contract Registry

### Active Contracts
| Client | Contract # | Value | Terms | Start | End |
|--------|------------|-------|-------|-------|-----|
| Client A | C-2024-001 | $60K | Monthly | Jan 1 | Dec 31 |
| Client B | C-2024-002 | $120K | Quarterly | Mar 1 | Feb 28 |
| Client C | C-2024-003 | Hourly | Net 30 | Ongoing | — |

### Contract Details: [Client]
**Contract #:** [Number]
**Type:** [Fixed / Hourly / Retainer / Project]
**Value:** $[Amount]
**Payment Terms:** [Terms]

**Billing Schedule:**
| Period | Amount | Due Date |
|--------|--------|----------|
| Jan | $5,000 | Jan 15 |
| Feb | $5,000 | Feb 15 |

**Rate Card:**
| Service | Rate | Unit |
|---------|------|------|
| Consulting | $200 | Hour |
| Development | $175 | Hour |
| Support | $150 | Hour |
```

### Invoice Tracking
```markdown
## Invoice Register

### Sent Invoices
| Invoice # | Client | Amount | Sent | Due | Status |
|-----------|--------|--------|------|-----|--------|
| INV-001 | Client A | $5,000 | Jan 1 | Jan 15 | Paid |
| INV-002 | Client A | $5,000 | Feb 1 | Feb 15 | Pending |
| INV-003 | Client B | $30,000 | Jan 1 | Jan 31 | Overdue |

### Outstanding
| Client | Amount | Days Overdue |
|--------|--------|--------------|
| Client B | $30,000 | 15 |
```

## Verification Checks

```markdown
## Invoice Verification: [Invoice #]

### Invoice Details
- **Client:** [Name]
- **Amount:** $[Amount]
- **Period:** [Date range]
- **Invoice Date:** [Date]

### Contract Match
- **Contract:** [Contract #]
- **Contract Rate:** $[Rate]
- **Contract Terms:** [Terms]

### Line Item Verification
| Line Item | Billed | Contract Rate | Match |
|-----------|--------|---------------|-------|
| Consulting (10 hrs) | $2,000 | $200/hr | ✅ |
| Development (5 hrs) | $875 | $175/hr | ✅ |
| "Rush fee" | $500 | Not in contract | ⚠️ |

### Findings
- ✅ Total hours match timesheet
- ✅ Rates match contract
- ⚠️ Rush fee not in contract terms
- ❌ Missing expense reimbursement per contract

### Recommendation
Invoice valid with exceptions. Add expense reimbursement.
```

## Discrepancy Report

```markdown
## Monthly Discrepancy Report: [Month]

### Summary
| Category | Count | Value |
|----------|-------|-------|
| Correct invoices | X | $X |
| Underbilled | X | $X |
| Overbilled | X | $X |
| Disputed | X | $X |

### Discrepancies Found

#### Underbilling
| Client | Missed Item | Amount |
|--------|-------------|--------|
| Client A | Jan expenses | $500 |
| Client C | 5 hours unbilled | $750 |

**Total Missed Revenue:** $1,250

#### Overbilling
| Client | Issue | Amount |
|--------|-------|--------|
| Client B | Wrong rate applied | $200 |

**Total Overbilled:** $200

### Action Items
- [ ] Invoice Client A for January expenses
- [ ] Invoice Client C for 5 additional hours
- [ ] Issue credit to Client B for $200
```

## Client Summary

```markdown
## Client Billing Summary: [Client]

### Contract vs Actual
| Metric | Contract | YTD Actual | Variance |
|--------|----------|------------|----------|
| Revenue | $60,000 | $50,000 | -$10,000 |
| Hours | 300 | 280 | -20 |
| Avg Rate | $200 | $179 | -$21 |

### Invoice History
| Month | Contracted | Invoiced | Paid | Variance |
|-------|------------|----------|------|----------|
| Jan | $5,000 | $5,000 | $5,000 | $0 |
| Feb | $5,000 | $4,500 | — | -$500 |

### Outstanding Items
- Pending invoices: $4,500
- Overdue: $0
- Unbilled work: $500

### Notes
- Feb invoice missing 2.5 hours from timesheet
- Client disputes rush fee from Jan
```

## Automation Rules

```markdown
## Invoice Validation Rules

### Auto-Approve
- Amount matches contract exactly
- All line items in rate card
- Within normal variance (±5%)

### Flag for Review
- Amount varies >5% from expected
- New line items not in contract
- First invoice for new contract
- Payment terms don't match

### Reject
- Amount exceeds contract value
- Rates exceed contract rates
- Invoice for expired contract
- Duplicate invoice number
```

## Instructions

1. Upload contracts and invoices (or describe them)
2. I'll create a matching database
3. Verify invoices against terms
4. Identify discrepancies
5. Generate reports and action items

## Commands

```
"Verify this invoice against the contract"
"What should Client A be billed this month?"
"Find all billing discrepancies for [period]"
"Am I missing any billings?"
"Generate client billing summary"
"What's outstanding for [client]?"
```

## Best Practices

1. **Verify before sending** - Catch errors early
2. **Track variances** - Investigate trends
3. **Document disputes** - Keep records
4. **Regular reconciliation** - Monthly at minimum
5. **Update contracts** - When terms change