Guide for Auditors
As an Auditor in Mod AI, you have read-only access to all data within your assigned entities. You can view invoices, purchase orders, receipts, vendor records, approval histories, and audit logs — but you cannot make any changes. This guide covers how to navigate the platform and find the information you need for your audits.
What You Can Do with Mod AI
Mod AI gives you instant access to everything you need for a thorough audit — without waiting for someone to pull reports. Here is what you can do:
- Search and access any transaction instantly — use powerful filters to find invoices by number, vendor, date, amount, or status
- Trace the complete lifecycle of any invoice — from email arrival to AI extraction to approvals to ERP sync, every step is logged
- Verify approval chains against policies — confirm that the right people approved each invoice per the configured policies
- Review vendor records and matching history — see vendor details, banking information, and every invoice from that vendor
- Access all data read-only — you can view everything without risk of accidental changes
Your Responsibilities
As an Auditor, your focus is on review and verification:
- Reviewing invoice details — verifying amounts, vendors, dates, and line items
- Verifying approval chains — confirming that invoices were approved by the correct people per policy
- Checking vendor records — reviewing vendor details and matching history
- Reviewing PO and receipt matching — verifying that 2-way and 3-way matches are accurate
- Examining the audit trail — tracing every action taken on an invoice from upload to ERP sync
Your Role in Mod AI
Auditors have the Auditor entity role. Here is what you can and cannot do:
| Permission | Access |
|---|---|
| View invoices, POs, receipts | Yes |
| View vendors and vendor details | Yes |
| View approval history and audit logs | Yes |
| View rules, policies, and settings | Yes |
| Edit, upload, or approve anything | No |
| Manage users, vendors, or settings | No |
For a full breakdown of all roles and permissions, see Understanding User Roles.
Key Features You'll Use
- Invoice Reviewing — View invoice details, extracted data, and the original document
- Invoice Statuses — Understand where each invoice is in the processing workflow
- Searching & Filtering — Find specific invoices by number, vendor, date, amount, or status
- How Approvals Work — Understand approval chains and routing
- Vendor Details — Review vendor records and history
- Invoice Matching — Verify PO and receipt matches
- Purchase Orders — Review PO data and matching status
- Receipts — Review receipt data and matching status
Audit Workflow
Here is a typical audit workflow in Mod AI:
- Search for specific transactions — Use Searching & Filtering to find invoices by number, vendor, date range, amount, or status.
- Review invoice details — Open an invoice to see the extracted data, original document, line items, and GL coding.
- Check the audit trail — Review the activity log on each invoice to see every event: upload, extraction, edits, rule executions, notice resolutions, approvals, and ERP sync.
- Verify approval chains — Confirm that the invoice went through the correct approval workflow and was approved by authorized users.
- Check vendor records — Open the vendor detail page to review vendor information, banking details, and invoice history.
- Review matching — Verify PO matching and receipt matching to confirm that invoices, purchase orders, and receipts align.
Common Tasks
1. Find a Specific Invoice
Use the search and filter tools to locate invoices. You can search by invoice number, vendor name, date range, amount range, or status. Save frequently used filters as views for quick access.
2. Review the Audit Trail
Open any invoice and look at the activity log. Every action is recorded with a timestamp and the user who performed it: upload, AI extraction, manual edits, notice resolutions, rule executions, approval decisions, and ERP sync events.
3. Verify an Approval Chain
Open the invoice and check the approval section. It shows who the invoice was routed to, who approved or rejected it, when each decision was made, and any rerouting or delegation that occurred. Compare against the approval policy to verify compliance.
4. Check Vendor Details
Go to Vendors and open the vendor record. Review the vendor name, address, banking information, and matching history. You can also see all invoices from that vendor.
5. Review Matching History
Open an invoice and check the matching section to see if it was matched to a purchase order and/or receipt. Verify that amounts and line items align between the matched documents.
Tips & Best Practices
- Use saved views for recurring audits. If you audit the same types of transactions regularly (e.g., invoices over a certain amount), save the filter as a view. See Searching & Filtering.
- Start with the audit trail. The activity log on each invoice tells the complete story — who did what, when, and why.
- Check approval policies, not just approvals. Understanding the approval policy configuration helps you verify that the system is enforcing controls correctly, not just that someone clicked approve.
- Cross-reference PO and receipt matches. For 3-way matched invoices, verify that the PO, receipt, and invoice all agree on quantities and amounts.
Frequently Asked Questions
Can I export data from Mod AI?
Export capabilities depend on your organization's configuration and the features enabled for your entity. Contact your entity admin or check Entity Features for details on available export options.
Can I see who made changes to an invoice?
Yes. The activity log on every invoice records the user, action, and timestamp for every change. This includes manual edits, AI extractions, rule executions, and approval decisions.
What data do I have access to?
As an Auditor, you have read-only access to all data within your assigned entities — invoices, purchase orders, receipts, vendors, approval histories, rules, and settings. You cannot access entities you are not assigned to. See Understanding User Roles.
Can I view the original invoice document?
Yes. The invoice reviewing view shows the original document alongside the AI-extracted data. You can view the original PDF or image at full resolution.