At a Glance
- We verify every cannabis vendor invoice against the actual delivery before payment
- Quantity, pricing, and product mismatches are flagged and resolved with the vendor
- You never pay for something you did not receive
- The full verification record is stored for audits and compliance
How We Verify Cannabis Vendor Invoices
Before any payment is created, we verify every cannabis vendor invoice against what your dispensary actually received. This is the single most important step in your accounts payable workflow. Invoices that do not match deliveries do not become payments -- period.
Invoice verification catches the errors that cost dispensaries thousands of dollars a year: wrong quantities, incorrect pricing, missing products, and duplicate charges. We handle the entire verification process so your team never has to compare line items or call vendors about discrepancies.
The Matching Process
When an invoice arrives -- whether by email, through the vendor portal, or forwarded by your team -- we parse it and match it against the corresponding delivery record. The match happens at the line-item level. We check:
- Product accuracy -- did the invoice list the same products that were delivered?
- Quantity alignment -- do the invoiced quantities match what your team received?
- Price verification -- are the unit prices consistent with your agreed terms?
- Duplicate detection -- has this invoice already been submitted or paid?
Handling Discrepancies
When we find a mismatch, we do not simply reject the invoice. We contact the vendor directly and work through the issue. Common resolutions include adjusted invoices for short shipments, credit memos for damaged goods, and corrected pricing when a vendor applies the wrong rate.
You see the full resolution in your dashboard. Every discrepancy, every vendor response, and every adjustment is logged. If the vendor disputes our finding, we escalate to you with a clear summary so you can make the final call.
Invoice Ingestion Methods
Vendors can submit invoices in several ways. The most common is email -- vendors send invoices to your dedicated ShelfSpace inbox and we parse them on arrival. Vendors with portal access can upload invoices directly. Your team can also forward invoices they receive in person during deliveries.
Regardless of how the invoice arrives, it goes through the same verification pipeline. No invoice skips the matching step.
Audit and Compliance
Every verification decision is stored with a full audit trail. You can pull the history for any invoice at any time and see exactly what was matched, what was flagged, and how it was resolved. For cannabis dispensaries operating under strict regulatory oversight, this paper trail is essential. See our audit trail documentation for more on how we track every action in the system.