Payment Verification Rules Specification

Official logic for the automated payment verification engine.

Overview

These rules must be executed automatically when a Payment Record is created (grouping multiple invoices). The verification logic compares the Total Payment Data against the Vendor's Master Profile and Historical Data.

1

Payment Level Verification

Checks performed on the aggregate total of the payment record.

Rule ID Rule Name Logic / Condition
B-01 Payment Exceeds Company Max Cost IF Payment_Total_Amount > Company_Global_Max_Limit
(Check specifically for Freelancer vs. Agency limits)
B-02 Payment Exceeds Company Max Hours IF Payment_Total_Hours > Company_Global_Max_Hours
(Check specifically for Freelancer vs. Agency limits)
B-03 Abnormal Cost Variance (Tiered)
Compare Payment_Total_Amount vs. Vendor_3_Month_Avg_Cost:
  1. IF Total < $500 → Ignore (OK)
  2. IF Avg < $1,000 AND Total > Avg + 10% → Flag
  3. IF Avg > $1,000 AND Total > Avg + 20% → Flag
B-04 Abnormal Hours Variance (Tiered)
Compare Payment_Total_Hours vs. Vendor_3_Month_Avg_Hours:
  1. IF Hours < 25h → Ignore (OK)
  2. IF Avg < 50h AND Hours > Avg + 10% → Flag
  3. IF Avg > 50h AND Hours > Avg + 20% → Flag
2

Vendor Level Verification

Checks performed against the Vendor's master profile and compliance data.

Rule ID Rule Name Logic / Condition
C-01 Bank Country Mismatch IF Payment_Bank_Country ≠ Vendor_Profile_Country
(Exception: Allow if vendor has "International Account" flag enabled)
C-02 Beneficiary Name Mismatch IF Payment_Bank_Account_Name ≠ Vendor_Legal_Name
(Fuzzy match recommended to ignore small typos like "LLC" vs "L.L.C")
C-03 First Time Vendor Payment IF Count(Previous_Paid_Payments_For_Vendor) == 0
C-04 Resource Type Changed IF Vendor_Profile_Type_History contains change event ("Employee" ↔ "Vendor") within last 12 months.
3

Invoice/Task Level Verification

Checks performed on individual line items (invoices/tasks) within the payment.

Rule ID Rule Name Logic / Condition
L-01 Unit Rate Limit Breach IF ANY task in payment has Unit_Rate > Company_Max_Unit_Rate
L-02 Unit Rate vs. Average Deviation IF ANY task in payment has Unit_Rate > (Company_Avg_Rate + 10%)
L-03 Aged Task (Accrual Risk) IF ANY task Creation_Date is > 6 months old
L-04 Aged Job Delivery IF ANY task Job_Delivery_Date is > 6 months old