Naarvin reads supplier bills from PDFs and photos, matches them to orders and receipts where you have them, routes each payment to the right approver by amount and prepares bank-ready payment files. A change to a supplier's bank details takes effect only after a second person verifies it. Nobody approves their own request, and Naarvin never moves money.
Where do supplier payments go wrong?
Most payment losses are ordinary: a bill paid twice, a bill paid before the goods arrived, a payment approved by the person who requested it, or a supplier's bank account changed by an email that looked real. Each one is a control that lives in someone's head rather than in the process.
- Bills are keyed by hand from PDFs and photos, with typing errors.
- Nobody checks the bill against the order and the goods receipt.
- The same bill is entered twice, or split to stay under an approval limit.
- Bank details change on the strength of an email.
- Payment files are built by the same person who approves them.
How do supplier payments run with Naarvin?
- Bills are readThe AI reads each bill from a PDF or photo. A person confirms the fields before it goes further.
- Bills are matchedWhere you have orders and goods receipts, each bill is matched to them, and differences in quantity or price are flagged.
- Duplicates are caughtA bill file uploaded twice is flagged as it is read. The compliance review also lists likely duplicate bills in the ledger, and bills split to stay under an approval limit.
- Approval by amountEach payment goes to the right approver by amount. Nobody approves their own request.
- Bank details verifiedA change to a supplier's bank details takes effect only after a second person verifies it, and suppliers whose details changed recently are flagged on the next run.
- Payment files preparedA payment run is proposed and a bank-ready file is prepared. A person uploads it to the bank.
Which controls does each step enforce?
| Risk | Control in Naarvin | Who acts |
|---|---|---|
| Typing errors on bills | AI reads the bill; a person confirms | Accountant |
| Paying for goods not received | Bill matched to order and receipt | Buyer or store confirms differences |
| Duplicate or split bills | A repeat upload flagged on reading; duplicates and splits listed in the compliance review | Accountant reviews |
| Self-approval | Approval by amount; never one's own request | Approver in the authority matrix |
| Bank detail fraud | Second-person verification of changes | A different person verifies |
| Unauthorised payment | Files prepared, never sent by Naarvin | A person uploads to the bank |
What if our ERP has no purchase orders?
Then the match uses what you have. Orders and goods receipts can come from your ERP or be imported from a file. Without them, bills are still read, checked for duplicates and approved by amount, and the payment controls still apply. The match simply has less to compare against, and Naarvin says so.
What do you need to start?
- Your accounting system connected, so suppliers, bills and payments are current.
- Your authority matrix: who approves what, up to which amount.
- Orders and goods receipts, if you want three-way matching.
- Each paying company's bank details for the payment files.
Who is this for?
Companies that pay many suppliers every month, groups where several companies pay from different banks, and CFOs who want payment controls that hold when someone is on leave. A business with a handful of suppliers paid by the owner may not need the workflow.
Questions people ask
Can Naarvin pay our suppliers?
No. Naarvin never moves money. It prepares bank-ready payment files; a person approves them and uploads them to the bank.
How are supplier bank detail changes protected?
A change takes effect only after a second person verifies it, and suppliers whose details changed recently are flagged when the next payment run is prepared.
Can one person request and approve a payment?
No. Payments go to the right approver by amount, and nobody can approve their own request.
Does the AI approve bills?
No. The AI reads the bill and a person confirms it. Approval stays with the people in your authority matrix.