Invoice Verification and Delivery Matching

How the Platform Verifies Cannabis Vendor Invoices

Before any payment is created, the platform verifies 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. The platform handles the entire verification process so your team never has to compare line items or chase vendors about discrepancies.

The Matching Process

When an invoice arrives -- whether by email, through the vendor portal, or forwarded by your team -- the platform parses it and matches it against the corresponding delivery record. The match happens at the line-item level. The platform checks:

• 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? The platform also catches near-duplicates -- a corrected or re-sent invoice that differs by a line or a small quantity -- so ShelfiQ can flag them for one-click review before anything gets paid twice.

Handling Discrepancies

When the platform finds a mismatch, it does not simply reject the invoice. ShelfiQ raises the discrepancy with the vendor in the first-line email; 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 pushes back, ShelfiQ escalates to your AP person 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 the platform parses 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 the platform logs every action in the system.

Invoice Parsing — Upload or Email

Vendors can email invoices directly to your ShelfSpace address, or you can upload them manually. ShelfiQ — our AI — reads the invoice, extracts the vendor, line items, amounts, and dates, then matches everything against your Metrc delivery records. Discrepancies are flagged before you ever see an approval request.