Accounts payable control for finance teams

Stop the payments you shouldn't make

PayBrake checks every vendor payment before it goes out. It catches duplicate invoices, changed bank details, quiet price increases and subscriptions everyone forgot about. Clean payments move on. Questionable ones stop, with the reason attached.

Request a demo Talk to our team

See it run on your own invoices in 30 minutes. We sign your NDA before the first file.

Payment run · Friday ACH batch4 bills

This invoice was already paid

Same vendor, invoice number and amount. It was entered a second time four days after the first.

Earlier payment: ACH 318 on Oct 10, $18,420.00
Source: Invoice 4471, page 1, "Total due"

Sample data. Companies, amounts and accounts are made up. Click a bill to see the reason.

Money leaves quietly

Each of these looks like an ordinary payment. Most get noticed on the bank statement, when getting the money back depends on someone else's goodwill.

×2

The same invoice, paid twice

Two entries, two people, slightly different invoice numbers. Each one looks right on its own.

≠

Bank details that changed

A "vendor" emails new ACH instructions the week a big invoice is due, and the letterhead looks real.

Prices that creep

A supplier raises one item out of a hundred. Nobody checks line by line, and the total barely moves.

∞

Charges that never stop

The employee left, the location closed, the line sits idle. The bill still arrives and still gets paid.

79%

of organizations were targets of attempted or actual payments fraud in 2024. Only 22% recovered 75% or more of what they lost. AFP Payments Fraud and Control Survey, 2025, 521 corporate practitioners.

What PayBrake checks

Mark what matters to you. We'll start the demo there.

Saves money

Invoice no.,
amount, vendor

Duplicate payments

Same invoice under a retyped number, a split entry or a second vendor record.

You see the earlier payment and exactly what matched.

ABA, account,
W-9 TIN

Vendor and bank details

New account on a known vendor, routing number checksum, name and TIN mismatches.

You see the old and new account side by side, with the last payment date.

Invoice, PO,
contract

Invoice against PO and contract

Amount and sales tax against the document, remaining contract value, payment terms, expiry.

You see the mismatch and the line of the document it came from.

Invoice lines,
price list

Supplier price creep

Every invoice line against your agreed price list and past purchases, adjusted for pack size.

You see the items that went up and the overcharge in dollars for the period.

Recurring
charges

Subscriptions and zombie services

Double subscriptions, services at closed locations, auto-renewals nobody approved.

You see every recurring charge with its next renewal date.

Power, water,
telecom

Utility and telecom bills

Wrong rate class, lines that were never disconnected, services nobody uses.

You see what to cancel or switch, and what it saves per year.

Past payments,
three years

Payment recovery audit

A one-time review of your history: duplicates, overpayments, unapplied vendor credits.

You see the amount to recover and ready-to-send letters to vendors.

Saves time

Pay / Review /
Stop

Exceptions only

Clean bills pass without a manual match. Your AP team opens only the ones that need a person.

You see the verdict inside your accounting system's bill screen.

GL account,
class, location

GL coding

Coding comes from the invoice and your history with this vendor, line by line.

You confirm the suggestion with one click or correct it.

Payment run
backup

Approval packet

Every invoice in the run merged into one PDF in payment order, ready to review and sign.

You open the packet from the run and stop hunting for attachments.

AP inbox,
scans, PDFs

AP inbox capture

An invoice lands in the AP mailbox and the bill is already drafted for the approver.

You get a draft bill with every field read from the document.

Statements,
1099s, W-9s

Vendor statements and year-end paperwork

Vendor statements reconciled against your ledger, missing W-9s chased ahead of 1099 season.

You see what's missing, and the requests go out on their own.

Measure twice. Pay once.

PayBrake works inside the process you already run. There is no new screen for your team to learn.

A bill enters your system
Your team enters bills the way it always has. PayBrake picks up each one with its attachments as soon as it appears.
PayBrake reads and compares
It reads invoices and scans, then matches them against the bill, the PO, the contract, the vendor file and your payment history.
Your team decides on exceptions
Green is clear to pay, yellow needs more data, red stops with a reason. The decision stays with a person.

Who it's for

CFOs

A control in front of every disbursement, and a report of what was stopped and why, without adding headcount.

Controllers and AP managers

The daily three-way match shrinks to a short list of exceptions. Every finding links to its source, so it's quick to confirm.

Owners and operators

A clear view of where the business overpays: supplier prices, forgotten services, repeat payments. Nobody has to read price lists by hand.

Built for companies with many vendors and bills every day: restaurant groups, healthcare practices, retail chains, property managers, and multi-entity businesses.

Payments stay under your control

A person decides

PayBrake never releases a disputed payment by itself. A field it couldn't read shows up as a visible reason, never as a guess.

Explainable verdicts

Rules make the call. Every finding can be reproduced and shown to your auditor.

Separation of duties

PayBrake recommends and records. It can't approve, release or change a payment on its own.

Deploy on your terms

Run it in our cloud or inside your own environment, so documents stay within your company.

Questions

Does PayBrake replace our AP team?

No. It takes over the repetitive matching and leaves the judgment calls to your people. Someone on your team has the final word on every payment.

Which accounting systems do you connect to?

QuickBooks Online, NetSuite, Sage Intacct and Xero. Running something else? Tell us in the form and we'll walk through it on the demo.

How is this different from our AP automation tool?

AP tools move bills through approval faster. PayBrake questions whether each bill should be paid at all, and it can sit next to the tool you already use.

Where do our documents go?

You choose: our hosted service or your own environment. We sign your NDA before the first file.

Will we drown in false alarms?

Red is reserved for real discrepancies, and the rules tune to your payment flow. Before go-live we run PayBrake on your past bills and show you the results.

What if we don't have a price list?

Your purchase history becomes the baseline: PayBrake compares each item with this vendor's past invoices. If you have an agreed price list, it takes priority.

Can you check payments we've already made?

Yes. The recovery audit finds duplicates and overpayments for whatever period you choose.