Compare a vendor invoice with the approved quote and order
Get the source data and prepare the review

Documentation-verified PDF-to-evidence and native Excel path; proposed reconciliation not tested

WHAT WAS CHECKED
Public official product documentation only. No product login, account write, real client data, installation, or live workflow test. Prompts and schemas are proposed editorial adaptations; vendor documentation verifies component features, not these end-to-end recipes. Native exports retain their real headers; kit schemas require the explicit mapping steps below.

BEFORE YOU START
- Existing firm-approved Acrobat AI Assistant/PDF Spaces entitlement: Acrobat Studio, AI Assistant add-on, or another plan including AI features, with online services/cloud storage allowed. Desktop/web region and language availability apply. Verify with the administrator; no purchase or configuration change is part of this recipe.
- Original approved quote/order, invoice and all authorized amendments for a single vendor/order; readable working copies without bank/payment credentials or unnecessary client information.
- Excel with tables and formulas; optional approved Copilot access. Purchasing owner supplies the approval evidence and determines which amendment replaces or supplements which item.
- scope.txt explicitly defines whether printed line_total includes tax, the currency/rounding rule, and whether each approved amendment replaces or adds to existing items. Unknown or conflicting instructions block final reconciliation.

DATA ACQUISITION LIMITS
- No vendor-specific invoice export or billing integration is claimed. Begin from the actual PDFs/approved text.
- Extraction cannot decide that a quote was approved, that an amendment superseded it, that two vague descriptions are equivalent, or that payment is owed.
- PDF conversion and AI can misread decimal separators, units, taxes, negative amounts and multi-page lines. The reviewer must check every financial field.

STEP 1: Open the actual PDFs and extract cited lines
Tool: Acrobat PDF Spaces / AI Assistant
Open: Acrobat home > PDF Spaces > Create a PDF Space > add approved PDF files > Add to PDF Space; AI Assistant field
Access needed: See recipe prerequisites; exact firm subscription and account permissions not tested.

Add the invoice, quote/order and amendments as separately labeled sources. Add only sanitized approval references needed for this check. Paste the extraction prompt.

PASTE THIS PROMPT
Extract only explicitly printed administrative billing information from these labeled documents. Keep invoice, quote/order and amendment rows separate. For each line give source filename/page, printed vendor/order/invoice identifier if present, line label, description, quantity, unit, unit rate, currency, tax amount and line total. Preserve negatives and decimal separators. Mark absent or unreadable values null and quote ambiguous descriptions. Do not invent IDs or service matches, decide approval or liability, merge amendments into a final price, include payment credentials, or pay/contact anyone.

Expected output: Separate candidate tables for invoice, quote/order and amendments, each with file/page citations and unreadable-field warnings.
Use it next: Use Copy to place extracted tables in an Excel working file; keep originals and financial data in the firm-approved workspace.
Check: Click each cited source and check every number and description against the PDF, not just the AI totals.
Documentation limit: Linked official documentation supports the named feature/menu. The workflow-specific prompt, schema, mapping and reviewer rules are editorial adaptations.
Source documentation:
https://helpx.adobe.com/acrobat/desktop/explore-pdf-spaces/create-pdf-spaces.html
https://helpx.adobe.com/acrobat/desktop/use-acrobat-ai/generative-ai-features/ai-get-answers.html

STEP 2: Use native conversion if AI is unavailable
Tool: Acrobat desktop, optional fallback
Open: Open each PDF > Convert > Microsoft Excel > XLSX > Convert to XLSX
Access needed: See recipe prerequisites; exact firm subscription and account permissions not tested.

Save each converted file separately. If conversion is unreliable, manually transcribe the few relevant line items from the PDF into the template. This is an alternative to AI extraction, not an additional required tool.

Expected output: Native XLSX preserving some PDF table structure; column names/layout will vary with the document.
Use it next: Verify and map the resulting values into the kit tables; never assume conversion produces the kit schema.
Check: Check every quantity/rate/currency/tax/total; stop for unreadable digits.
Documentation limit: Linked official documentation supports the named feature/menu. The workflow-specific prompt, schema, mapping and reviewer rules are editorial adaptations.
Source documentation:
https://helpx.adobe.com/acrobat/desktop/save-export-documents/convert-to-other-formats/pdf-to-excel.html

STEP 3: Approve mappings and resolve amendment scope
Tool: Excel and purchasing records
Open: Supplied approved-orders.csv, amendments.csv, invoice-lines.csv and scope.txt
Access needed: See recipe prerequisites; exact firm subscription and account permissions not tested.

Assign stable local vendor_id/order_id when needed; preserve printed IDs in source notes. Staff map descriptions to service_code only after review. Fill approval_ref from actual approval evidence. Create a final Approved table with one currently applicable row per vendor/order/service/currency; the purchasing owner decides which amendments replace or supplement the quote. Keep source quote and amendments unchanged.

Expected output: Kit tables retain their exact headers. Invoice source_ref contains file/page. Quote_version, amendment_id, service_code and approval_ref are reviewed metadata, not promised native export fields.
Use it next: Use Home > Format as Table for Approved and Invoice, then retain a safe source-reference mapping.
Check: Unresolved matching or amendment precedence stays unclear; never use approximate text matching to equate different services. Do not assume that the newest amendment wins or count both an original line and its replacement.
Documentation limit: Linked official documentation supports the named feature/menu. The workflow-specific prompt, schema, mapping and reviewer rules are editorial adaptations.
Source documentation:
https://support.microsoft.com/en-us/excel/tutorial-import-data-into-excel-and-create-a-data-model

STEP 4: Calculate differences with visible formulas
Tool: Excel; optional Excel Copilot
Open: Invoice and Approved tables; optional Copilot icon > Chat only
Access needed: See recipe prerequisites; exact firm subscription and account permissions not tested.

Copy the staff-approved scope.txt contents into a visible Scope worksheet/table in the same minimized analysis workbook, or paste the full scope rules into the prompt. Create a reviewed composite key from vendor_id, order_id, service_code and currency. Require Approved-key uniqueness before an exact XLOOKUP; competing Approved matches block lookup. Repeated Invoice service keys may be legitimate split lines: flag them for review and check invoice_id/line_id/source references rather than declaring duplicates. Recalculate invoice lines using the supplied tax inclusion and rounding rules and compare printed line_total; add tax to units × unit_rate only when those definitions require it. Unknown tax/rounding basis remains unresolved.

PASTE THIS PROMPT
Use only the verified Approved and Invoice tables and the complete staff-approved Scope rules pasted below or present in the Scope worksheet. If Scope is absent, stop and list the missing rules. First check key uniqueness in Approved for vendor_id, order_id, service_code and currency; competing approved rows block lookup. Repeated Invoice service keys may be legitimate split lines, so flag them for review, not as proven duplicates. Show exact-match formulas for approved units/rate/tax/reference, never the first of competing approvals. Recalculate printed invoice totals using the supplied tax inclusion and rounding rules. Return source_ref, printed/recalculated amount, arithmetic difference, approved-versus-invoiced differences, unmatched charges, possible duplicates and neutral questions. Do not infer contractual liability, call a charge fraudulent, approve payment, edit source tables or contact the vendor. [PASTE COMPLETE SCOPE RULES HERE IF NOT IN SCOPE WORKSHEET]

Expected output: Per-line arithmetic difference, quote/rate/unit difference, approval reference and unmatched/duplicate/unclear flags.
Use it next: Review formula cells and source rows; keep a questions list for the purchasing owner.
Check: Check tax treatment against scope.txt. A quoted bundle is not interchangeable with per-page units. Test an approved rush amendment, duplicate invoice line and unmatched travel charge. If tax inclusion or rounding policy is unknown, return an unresolved arithmetic basis instead of a definitive difference.
Documentation limit: Linked official documentation supports the named feature/menu. The workflow-specific prompt, schema, mapping and reviewer rules are editorial adaptations.
Source documentation:
https://support.microsoft.com/en-gb/excel/functions/countifs-function
https://support.microsoft.com/en-gb/excel/functions/xlookup-function
https://support.microsoft.com/en-us/excel/copilot/get-started-with-copilot-in-excel

STEP 5: Review the reconciliation
Tool: Purchasing owner/bookkeeper; lawyer for contract questions
Open: Reviewed reconciliation workbook
Access needed: See recipe prerequisites; exact firm subscription and account permissions not tested.

Check sources, scope and arithmetic. Mark each item confirmed, requires clarification or unresolved. Retain the invoice and approval evidence; decide separately whether to query the vendor or approve payment.

Expected output: Factual reconciliation and human-owned follow-up questions.
Use it next: No accounting entry, payment or vendor communication is generated by this recipe.
Check: Only the authorized reviewer determines whether services and amendments were approved.
Documentation limit: Linked official documentation supports the named feature/menu. The workflow-specific prompt, schema, mapping and reviewer rules are editorial adaptations.
Source documentation:
https://support.microsoft.com/en-gb/excel/functions/xlookup-function

ACCOUNT AND SOURCE CHECKS STILL NEEDED
- The source vendor/account system is unspecified, so no invoice-download UI is claimed.
- Firm Adobe and Excel entitlement, cloud approvals and document quality were not tested.

USING THE FILES IN THIS KIT
Use the exact files or source text named in the steps above. Native exports keep their own headers. The kit tables are editorial review worksheets; they are not a claim that a product exports those fields. Some routes use reviewed text directly or require additional original files. Never rename an unreviewed raw export to make it appear mapped. Keep expected-result files separate from inputs.

The source account, actual data, prompts and end-to-end workflow were not tested. Any final communication, filing, permission change, payment or publication needs its own authorized human action. This guide performs none.
