heyben
Invoice controls for close

Catch suspicious invoices before they post

Choose the checks you want. Every new or updated invoice is scanned in the background. Flagged items go to an Alerts inbox with clear reasons, confidence scores, and a fast review workflow.

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Built for accounting teams who want fewer surprises at month-end close.

Alerts3
Live
Duplicate invoice · Acme Ltd

Same vendor, amount & invoice # (INV-2029)

98%
Near-duplicate · Kowloon Print Co.

Similar amount ±3% within 12 days

82%
Flux · Marketing spend

+68% vs prior 30 days ($4,120)

74%
11 invoices scanned today · 3 flagged

Three detection packs

Turn on the checks that fit your firm

Pack 1

Ledger Health Scans

Automatic invoice checks that catch duplicates, gaps, and other red flags before they reach your books.

Runs in the background whenever an invoice is created or updated. You pick which built-in checks to enable — no coding required.

Duplicate Invoice
Same invoice submitted more than once (same vendor, amount, and invoice number when available)
Near-Duplicate Invoice
Nearly identical invoices: same vendor, similar amount (±5%), within 30 days
Suspiciously Round Amount
Round totals like amounts divisible by 100, 500, or 1,000
Weekend Date
Invoices dated on Saturday or Sunday
Invoice Number Gap
Large gaps in invoice number sequences from the same vendor
Errors surface earlier — before they show up in client reports.
Pack 2

Flux Analysis

Compare spend across time periods and flag unexpected variances before month-end close.

When enabled, compares current-period vs prior-period invoice totals for the same vendor (or company-wide if no vendor is linked). Flags when both dollar and percent change exceed thresholds.

Comparison window
30-day comparison window (default)
Trigger threshold
Flags when change is ≥ 50% and ≥ $1,000
Scope
Per-vendor spend, or company-wide when no vendor is linked
Spot unusual vendor spend swings early — while there's still time to investigate.
Pack 3

Vendor & Amount Controls

Add your own guardrails for vendors, amounts, and timing — rules your team defines.

These are configurable rules (not one-click automatic). You set conditions; the rule fires when all conditions match.

Unusual Amount
Amount thresholds (equals, greater than, less than, between)
Unknown Vendor
Specific vendor conditions you define
High-Risk Vendor
Vendor conditions for vendors you want extra scrutiny on
Early / Late Submission
Date conditions, including 'within X days' of a prior invoice
Layer firm-specific policies on top of built-in scans.

Review workflow

What happens when something flags

Alerts inbox

  • Suspicious invoices in one queue
  • Confidence score on each alert
  • Rules fired with plain-English reasons
  • "All clear" empty state when nothing needs attention

Document preview

  • Side drawer with vendor, dates, totals, line items
  • "Why flagged" section with rule names & reasons
  • Open full document in a new tab

Team follow-through

  • High-priority review task auto-created
  • In-app notification with a review link
  • Mark as reviewed with optional notes

Rules you control

Tune every check to your firm's policies

  • Turn detection packs on/off per company
  • Mix built-in checks with custom condition rules
  • Set what happens when a rule fires: flag as Suspicious, Confirmed Fraud, or Clean
  • Set confidence threshold per rule
  • Set rule priority and activate/deactivate without deleting
  • Name and describe rules so your team knows what each one does

How it works

Three steps from setup to close

01

Choose your checks

Enable Ledger Health, Flux Analysis, and/or custom Vendor & Amount rules.

02

Invoices scan automatically

Every create or update runs the checks in a background job, so data entry stays fast.

03

Review and clear

Open the Alerts inbox → preview the invoice → mark reviewed or dive into the full document.

Who it's for

Built for finance teams that own the numbers

Accounting firms

Managing multiple clients with consistent controls.

Controllers & bookkeepers

Close the month with fewer surprises.

Teams tired of post-close cleanup

Catch duplicate bills and spend spikes before they land.

FAQ

Answers before you ask

When does scanning run?+

Automatically when invoices are created or updated — in a background job, so it doesn't slow down data entry.

Do I need to build rules from scratch?+

No. Turn on built-in checks like duplicates, round amounts, or Flux Analysis. Add custom rules only when you need firm-specific logic.

What gets scanned?+

Invoices today. The Alerts UI can show other entity types if they exist in logs, but active scanning is invoice-based.

What happens when something is flagged?+

It appears in Alerts, a review task is created, and company users get an in-app notification.

Can I turn a rule off?+

Yes — deactivate it anytime without deleting.

Does Flux Analysis need configuration?+

No for defaults (30 days, 50%, $1,000). Thresholds can be tuned via rule conditions if needed.

Fewer surprises. Cleaner books.

Turn on the checks that matter to your firm and let HeyBen watch every invoice for you.

Get startedBook a demo

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