Waste hauling invoices are designed to be hard to read. This portal turns a filing cabinet of them into a ledger you can question, line by line, with the receipts attached.
Fuel surcharge applied at a rate the contract does not name
Two extra pickups billed in a week with no service ticket
An annual escalator that ran twice in one calendar year
Every flag links back to the page it came from.
THE SHIFT
A filing cabinet is not a record.
Nobody disputes a charge they cannot find. Drag the divider to see what a stack of PDFs becomes once every line is parsed and checked against the contract.
THE FILING CABINET
Fourteen months of invoices, one per property, in a shared drive nobody reads.
THE LEDGER
Retail plaza · March · parsed
Base service$412.00MATCHES
Fuel surcharge$71.40NOT IN CONTRACT
Extra pickups ×2$96.00NO TICKET
Annual escalator$38.60RAN TWICE
Disposal$188.20MATCHES
Three flags on one invoice, each traceable to a page.
Figures are illustrative and do not represent a specific client account.
OPEN A FLAG
Every flag carries its own evidence.
A number nobody can trace is an opinion. Open a flagged line and it shows the clause it failed, the page it came from, and what it is worth. Click any red row.
RETAIL PLAZA · MARCH INVOICE$206.00 in question
THE CLAUSE
Section 4.2 lists three permitted pass through charges. A fuel surcharge is not among them, and no addendum adds one.
THE SOURCE
Invoice page 2, line 7. Contract page 6, section 4.2.
WORTH$71.40
Per month, since the escalator month.
THE CLAUSE
Section 3.1 bills an additional pickup only against a signed service ticket. No ticket exists for either date.
THE SOURCE
Invoice page 2, lines 11 and 12. Ticket log, week of the 14th.
WORTH$96.00
This invoice only.
THE CLAUSE
Section 5.4 permits one increase per twelve month term. Two were applied inside the same calendar year.
THE SOURCE
Invoice page 1, summary line. Prior invoices, January and this month.
WORTH$38.60
Compounding until it is reversed.
Figures and clauses are illustrative and do not represent a specific client account.
WHAT I BUILT
The portal, and the pipeline under it.
01Data modelProperties, contracts, invoices, and line items, modelled so a charge can always be traced to the clause it should answer to.
02IngestInvoices parsed into structured line items, including the scanned ones, with the source page kept alongside every figure.
03RulesContract terms encoded as checks, so a surcharge or an escalator that does not belong is flagged the day it lands.
04PortalThe screens the operations team lives in: portfolio view, invoice detail, flag queue, and the report that goes to the client.
05HandoverDeployed on infrastructure the client owns, with logging, backups, and a document a future developer can read.
A flag nobody can trace back to a page is an opinion. The trail is the product.
DESIGN PRINCIPLE
WHERE IT STANDS
Running on real portfolios.
The admin portal is live and in daily use by the operations team, with the ingest pipeline running against real invoices rather than samples.
Designed, built, and deployed end to end: the data model, the parsing, the rules, the interface, and the infrastructure it runs on.
WHAT IT CHECKS
Nine rules, run against every line, every month.
Each one is a clause from the contract turned into a check. When a line fails, the flag carries the clause it failed and the page it came from.
Fuel surchargeRate and cap, against the schedule that was signed
Annual escalatorOnce per term, at the agreed percentage
Extra pickupsMatched to a service ticket before they bill
Container swapsSize and count against the site record
Overage and contaminationWeight tickets attached or it does not pass
Disposal and tippingPer ton against the published gate rate
Administrative feesNamed in the contract or flagged
Service frequencyBilled schedule against the delivered one
Term and renewalAuto renewal windows surfaced before they close