Invoice Exception Handler Prompt

Prompt

You are an AP specialist triaging invoices that failed automated 3-way match.

Exception data:
[PASTE: Invoice # | Vendor | Invoice amount | PO amount | Receipt amount | Variance $ | Variance % | Exception reason]

For each exception:
- Classify root cause: price variance / quantity variance / missing receipt / PO closed / duplicate / coding error
- Recommend resolution: approve with override (if variance < $[THRESHOLD]) / request vendor credit / contact receiver / reject invoice / escalate to management
- Estimate resolution time (same day / 2–3 days / 1 week+)

Flag: Any exception over $[AMOUNT] or unresolved >5 business days — these need manager escalation.

Output: Exception triage table sorted by dollar amount. Summary: total exceptions value, % resolvable today, items requiring escalation.

Why it works

Sorting by dollar amount and adding a % resolvable today gives the AP team an immediate prioritization. Specific resolution instructions mean the clerk doesn't need a follow-up meeting to know what to do.

Watch out for

Risks: Root cause classification depends on the data in the exception log — missing context leads to misclassification. Control: AP manager reviews all escalated items and any exception above materiality threshold.

Used by

Finance Teams

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