AI Auditing System Integration
Budget / SalaryA$750–1,500
TypeFreelance project
LocationRemote
Posted1 hour ago
We are looking for an experienced AI/software developer or development team to build a complete AI-powered auditing, reconciliation and management system for Fleck Group.
About Fleck Group
Fleck Group is an Australian business operating across earthmoving, wet and dry plant hire, heavy transport, rubbish removal, mechanical services and GPS/machine-control services.
Our operations involve machines, operators, clients, projects, daily allocations, electronic dockets, supplier bills and customer invoices. We want a central system that automatically cross-checks our operational and financial data to identify errors, missed revenue, duplicate costs and unrecovered expenses.
Main Objective
We want the system to answer four key questions:
Everything we did – did we invoice it?
Everything we invoiced – did we invoice it correctly?
Everything we paid for – did we pay it only once?
Everything we paid for on behalf of a client – did we recover the full cost plus our required margin?
The system should connect with:
Xero
ApprovalMax
Our Microsoft-based internal Fleck Hub
Other Microsoft services where required
We also want a professional management dashboard showing audit results and exceptions.
1. Allocation / Operations Reconciliation
Our team uses Fleck Hub to allocate operators, employees, machines and jobs each day.
We want the system to review these allocations and compare them against invoicing.
For example, if an excavator and operator were allocated to a customer Monday-Friday, the system should determine whether all five days were invoiced.
It should identify:
Allocated work with no invoice
Missing days
Missing machines/operators
Work performed but not billed
Differences between allocations and invoicing
The aim is to ensure no completed work is missed.
2. Xero Invoice Audit
The system needs to integrate with Xero and audit customer invoices, particularly Draft and Awaiting Approval invoices.
It should review:
Customer/job/site
Dates
Machines/operators
Hours and quantities
Rates
Attachments
Transport/float charges
Tolls
Fuel levies
Additional equipment
Other chargeable items
The system should identify discrepancies before invoices are approved and sent.
3. Docket vs Invoice Checking
Our operators complete daily dockets, which are normally attached to invoices within Xero.
The system must read these attachments, including PDFs and scanned/image documents where required, extract the relevant information and compare it against the invoice.
For example, if a docket states:
Excavator – 10 hours
Rock breaker used
6 tolls
Float/transport required
The system should check whether all applicable items were charged.
We want it to detect:
Missing/incorrect hours
Missing days
Incorrect rates
Missing attachments/equipment
Missing tolls or transport
Missing levies
Missing billable items
Duplicate charges
Missing dockets
Items on dockets not included on invoices
The system must also handle special rates and client-specific agreements so legitimate exceptions are not continually flagged.
4. ApprovalMax / Supplier Bill Audit
We want integration with ApprovalMax and/or Xero Accounts Payable.
The system should review supplier bills and identify possible duplicates, including:
Same supplier/invoice number
Same supplier/date/amount
Similar invoice numbers
Same invoice/PDF entered twice
Bills entered with slightly different descriptions
Other suspicious duplicate patterns
The aim is to reduce the risk of paying a supplier twice.
5. Supplier Cost to Client Invoice Reconciliation
This is an important part of the project.
Some supplier costs need to be passed onto our clients, including:
Tipping/disposal fees
Waste costs
Materials/quarry fees
External transport
Subcontractors
External plant hire
Other project costs
These bills will normally contain a job, customer or invoice reference.
We want the system to follow this information and determine whether the supplier cost has been fully recovered from the client and whether the required margin was achieved.
For example:
Supplier bill = $4,000Required margin = 15%
The system should locate the relevant customer invoice or invoices and check the recovery.
It must allow for one supplier bill to be recovered across multiple client invoices.
It should flag:
Supplier cost not invoiced to client
Only part of the cost recovered
Margin below target
Full cost and margin successfully recovered
Supplier cost accidentally charged twice
No corresponding client invoice found
6. Management Dashboard
We want a professional web-based dashboard.
Possible areas include:
Invoice Audit
PASS
REVIEW
FAIL
Revenue at Risk
Potential missed revenue
Confirmed missed revenue
Missing billable items
Incorrect rates
Supplier Bills
Duplicate warnings
Possible duplicates
Bills requiring review
Cost Recovery
Fully recovered
Partially recovered
Unrecovered
Margin achieved/below target
Allocation Reconciliation
Allocations invoiced
Missing invoices
Missing days
Missing dockets
The dashboard should allow filtering by date, company/division, customer, supplier, project, machine, operator, invoice and audit status.
7. Exception Management
We do not want staff reviewing hundreds of successful audits.
The system should primarily display exceptions:
PASS – everything matchesREVIEW – human confirmation requiredFAIL – clear discrepancy identified
Each exception should explain why it was flagged and show the supporting information.
Staff should be able to mark items as:
Corrected
Approved exception
Special rate/agreement
False positive
Requires investigation
Resolved items should not continually generate the same alert.
8. Audit History
We require a clear audit trail showing:
What was checked
When it was checked
Source information/documents used
Issue detected
Financial value
Who reviewed it
Action taken
Whether corrected
Previous audit history
The system must be explainable. We do not want a black-box AI result that cannot show why something was flagged.
9. Automation
Ideally audits will run automatically several times per business day with an end-of-day report.
The daily report could show:
Invoices checked
Passed/review/failed
Missed revenue detected
Duplicate bills detected
Unrecovered supplier costs
Margin discrepancies
Outstanding issues
Existing Development
We have already been experimenting internally with an AI invoice auditor connected to Xero.
We have successfully tested concepts involving:
Reading Xero invoices
Reading attachments
Comparing dockets against invoices
Applying business rules
Detecting missed revenue
Scheduled audits
Audit registry/history
Dashboard reporting
We are now looking for an experienced developer/team to take this concept further and turn it into a robust, scalable and commercially usable system.
We can demonstrate the existing system and workflows to the successful developer.
Technical Approach
We are not locked into a particular AI provider, programming language or platform.
We want the developer to recommend the most reliable and cost-effective architecture.
We expect it may combine:
Traditional software/business rules
Database reconciliation
AI/LLMs
OCR/document AI
APIs
Scheduled automation
We do not want AI used unnecessarily.
Exact calculations, duplicate checks and structured reconciliation should generally use deterministic software logic. AI may be better suited to reading unstructured dockets, interpreting descriptions and identifying relationships between documents.
Reliability and accuracy are more important than simply making the system “AI”.
Security & Ownership
The system will access confidential financial and operational information.
Applicants should explain:
Authentication and security
API credential storage
User permissions
Financial data protection
Third-party AI providers
Data retention
Backup/recovery
Logging and audit security
Fleck Group must own the completed custom system, source code, database structure and project-specific intellectual property.
Documentation and handover are also required so another competent developer could maintain the system in future.
What We Need From Applicants
Please provide:
Your understanding of the project
Relevant previous work
Xero experience
ApprovalMax experience
Microsoft integration experience
Document AI/OCR experience
Recommended architecture and technology stack
Approach to docket/invoice reconciliation
Approach to supplier cost recovery and margin checking
How special rates/exceptions would be handled
How duplicate/repeated alerts would be prevented
How findings would be made explainable/auditable
Any API or technical limitations
Recommended development stages/milestones
Please also provide clear information on costs, including:
Estimated total development cost
Fixed-price, hourly or milestone approach
Hosting costs
AI/LLM costs
OCR/document-processing costs
Database costs
Integration/API costs
Maintenance/support costs
Any other ongoing monthly costs
We are looking for someone who can build this as a long-term business system, not simply a basic AI prototype.
About Fleck Group
Fleck Group is an Australian business operating across earthmoving, wet and dry plant hire, heavy transport, rubbish removal, mechanical services and GPS/machine-control services.
Our operations involve machines, operators, clients, projects, daily allocations, electronic dockets, supplier bills and customer invoices. We want a central system that automatically cross-checks our operational and financial data to identify errors, missed revenue, duplicate costs and unrecovered expenses.
Main Objective
We want the system to answer four key questions:
Everything we did – did we invoice it?
Everything we invoiced – did we invoice it correctly?
Everything we paid for – did we pay it only once?
Everything we paid for on behalf of a client – did we recover the full cost plus our required margin?
The system should connect with:
Xero
ApprovalMax
Our Microsoft-based internal Fleck Hub
Other Microsoft services where required
We also want a professional management dashboard showing audit results and exceptions.
1. Allocation / Operations Reconciliation
Our team uses Fleck Hub to allocate operators, employees, machines and jobs each day.
We want the system to review these allocations and compare them against invoicing.
For example, if an excavator and operator were allocated to a customer Monday-Friday, the system should determine whether all five days were invoiced.
It should identify:
Allocated work with no invoice
Missing days
Missing machines/operators
Work performed but not billed
Differences between allocations and invoicing
The aim is to ensure no completed work is missed.
2. Xero Invoice Audit
The system needs to integrate with Xero and audit customer invoices, particularly Draft and Awaiting Approval invoices.
It should review:
Customer/job/site
Dates
Machines/operators
Hours and quantities
Rates
Attachments
Transport/float charges
Tolls
Fuel levies
Additional equipment
Other chargeable items
The system should identify discrepancies before invoices are approved and sent.
3. Docket vs Invoice Checking
Our operators complete daily dockets, which are normally attached to invoices within Xero.
The system must read these attachments, including PDFs and scanned/image documents where required, extract the relevant information and compare it against the invoice.
For example, if a docket states:
Excavator – 10 hours
Rock breaker used
6 tolls
Float/transport required
The system should check whether all applicable items were charged.
We want it to detect:
Missing/incorrect hours
Missing days
Incorrect rates
Missing attachments/equipment
Missing tolls or transport
Missing levies
Missing billable items
Duplicate charges
Missing dockets
Items on dockets not included on invoices
The system must also handle special rates and client-specific agreements so legitimate exceptions are not continually flagged.
4. ApprovalMax / Supplier Bill Audit
We want integration with ApprovalMax and/or Xero Accounts Payable.
The system should review supplier bills and identify possible duplicates, including:
Same supplier/invoice number
Same supplier/date/amount
Similar invoice numbers
Same invoice/PDF entered twice
Bills entered with slightly different descriptions
Other suspicious duplicate patterns
The aim is to reduce the risk of paying a supplier twice.
5. Supplier Cost to Client Invoice Reconciliation
This is an important part of the project.
Some supplier costs need to be passed onto our clients, including:
Tipping/disposal fees
Waste costs
Materials/quarry fees
External transport
Subcontractors
External plant hire
Other project costs
These bills will normally contain a job, customer or invoice reference.
We want the system to follow this information and determine whether the supplier cost has been fully recovered from the client and whether the required margin was achieved.
For example:
Supplier bill = $4,000Required margin = 15%
The system should locate the relevant customer invoice or invoices and check the recovery.
It must allow for one supplier bill to be recovered across multiple client invoices.
It should flag:
Supplier cost not invoiced to client
Only part of the cost recovered
Margin below target
Full cost and margin successfully recovered
Supplier cost accidentally charged twice
No corresponding client invoice found
6. Management Dashboard
We want a professional web-based dashboard.
Possible areas include:
Invoice Audit
PASS
REVIEW
FAIL
Revenue at Risk
Potential missed revenue
Confirmed missed revenue
Missing billable items
Incorrect rates
Supplier Bills
Duplicate warnings
Possible duplicates
Bills requiring review
Cost Recovery
Fully recovered
Partially recovered
Unrecovered
Margin achieved/below target
Allocation Reconciliation
Allocations invoiced
Missing invoices
Missing days
Missing dockets
The dashboard should allow filtering by date, company/division, customer, supplier, project, machine, operator, invoice and audit status.
7. Exception Management
We do not want staff reviewing hundreds of successful audits.
The system should primarily display exceptions:
PASS – everything matchesREVIEW – human confirmation requiredFAIL – clear discrepancy identified
Each exception should explain why it was flagged and show the supporting information.
Staff should be able to mark items as:
Corrected
Approved exception
Special rate/agreement
False positive
Requires investigation
Resolved items should not continually generate the same alert.
8. Audit History
We require a clear audit trail showing:
What was checked
When it was checked
Source information/documents used
Issue detected
Financial value
Who reviewed it
Action taken
Whether corrected
Previous audit history
The system must be explainable. We do not want a black-box AI result that cannot show why something was flagged.
9. Automation
Ideally audits will run automatically several times per business day with an end-of-day report.
The daily report could show:
Invoices checked
Passed/review/failed
Missed revenue detected
Duplicate bills detected
Unrecovered supplier costs
Margin discrepancies
Outstanding issues
Existing Development
We have already been experimenting internally with an AI invoice auditor connected to Xero.
We have successfully tested concepts involving:
Reading Xero invoices
Reading attachments
Comparing dockets against invoices
Applying business rules
Detecting missed revenue
Scheduled audits
Audit registry/history
Dashboard reporting
We are now looking for an experienced developer/team to take this concept further and turn it into a robust, scalable and commercially usable system.
We can demonstrate the existing system and workflows to the successful developer.
Technical Approach
We are not locked into a particular AI provider, programming language or platform.
We want the developer to recommend the most reliable and cost-effective architecture.
We expect it may combine:
Traditional software/business rules
Database reconciliation
AI/LLMs
OCR/document AI
APIs
Scheduled automation
We do not want AI used unnecessarily.
Exact calculations, duplicate checks and structured reconciliation should generally use deterministic software logic. AI may be better suited to reading unstructured dockets, interpreting descriptions and identifying relationships between documents.
Reliability and accuracy are more important than simply making the system “AI”.
Security & Ownership
The system will access confidential financial and operational information.
Applicants should explain:
Authentication and security
API credential storage
User permissions
Financial data protection
Third-party AI providers
Data retention
Backup/recovery
Logging and audit security
Fleck Group must own the completed custom system, source code, database structure and project-specific intellectual property.
Documentation and handover are also required so another competent developer could maintain the system in future.
What We Need From Applicants
Please provide:
Your understanding of the project
Relevant previous work
Xero experience
ApprovalMax experience
Microsoft integration experience
Document AI/OCR experience
Recommended architecture and technology stack
Approach to docket/invoice reconciliation
Approach to supplier cost recovery and margin checking
How special rates/exceptions would be handled
How duplicate/repeated alerts would be prevented
How findings would be made explainable/auditable
Any API or technical limitations
Recommended development stages/milestones
Please also provide clear information on costs, including:
Estimated total development cost
Fixed-price, hourly or milestone approach
Hosting costs
AI/LLM costs
OCR/document-processing costs
Database costs
Integration/API costs
Maintenance/support costs
Any other ongoing monthly costs
We are looking for someone who can build this as a long-term business system, not simply a basic AI prototype.
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