AI System for Reviewing Payment Requests Against Documents and Authority Records

The problem

When payment requests, invoices, approvals and bank account details are held in different sources, staff must manually align the fields before preparing a record of authority and account discrepancies.

The treasury officer must compare every suggestion in the authority and account discrepancy record with the source record; incomplete or conflicting evidence must not replace the final decision.

If an account change requiring separate verification is not referred for separate review, a payment could be made to the wrong account; the record must not progress without a human decision.

What we set out to improve

• Time taken for the draft authority and account discrepancy record and its supporting evidence to reach the treasury officer for review
• How records referred for human review because an account change requires separate verification are resolved
• Number of suggestions corrected after identifying the risk of making a payment to the wrong account

How the system works

1. 01 Retrieve the payment request, invoice, approval and bank account details from authorised sources
2. 02 Verify field and document versions
3. 03 Prepare the authority and account discrepancy record with supporting evidence
4. 04 Check for exceptions: an account change requires separate verification
5. 05 Have the treasury officer accept, correct or reject the suggestion
6. 06 Decision gate: release of payment
7. 07 Record the decision and source separately

Methods we used

• A source-identified data schema for payment requests, invoices, approvals and bank account details
• A structure that separates deterministic rules from AI suggestions
• A screen showing the authority and account discrepancy record alongside its supporting evidence
• A human review queue for account changes requiring separate verification
• A record identifier that prevents duplicate processing

Where people stay involved

Data and security

Payment requests, invoices, approvals and bank account details should be processed using only the fields required. Role-based access should be applied, and unnecessary identity, health, financial and internal organisational data should not be sent to the model. Source retrieval, the AI suggestion and the treasury officer's decision should be recorded separately.

Who this suits

Frequently asked questions