Document reconciliation is a promising local AI task because it contains substantial repetitive reading. Amounts, quantities and identifiers, however, require precise checks. A model can help interpret a document; arithmetic and formal validation rules are better handled by separately testable code.

Separate reading from validation

First extract numbers, dates, counterparties, items, units, quantities and totals. Each value should link to the source page or cell. Then rules match records and calculate differences. Uncertain recognition must not become a confirmed field.

Matching keys matter more than similar descriptions. Identical product names can hide different variants, while suppliers may describe the same item differently. Use approved reference data and keep ambiguous mappings in a separate review list.

Example: individual items and packs

An order specifies 120 items while an invoice lists 10 packs. Comparing numbers alone suggests a discrepancy. If an approved reference states that a pack contains 12 items, quantities match. If pack size is unknown, request confirmation rather than guessing a conversion.

Partial deliveries create another distinction. Items absent from an acceptance record do not automatically make an invoice wrong. The assistant needs delivery status and agreed process rules. It exposes the difference; an employee determines whether another shipment is expected.

Give the reviewer usable evidence

- A table of matches and discrepancies linked to originals. - Separate states for missing, unreadable and inconsistent information. - Explanations of unit conversions and rounding rules. - A correction history and the responsible person's confirmation.

Scope the pilot

Select one document type and suppliers using several layouts. Include a duplicate invoice, a poor scan and a correction document. Measure critical-field accuracy and remaining human reconciliation time. Posting or payment should never emerge as a side effect of successful recognition: these are separate operations requiring separate authorisation.