How We Used AI to Untangle a Messy Invoice Dispute In Minutes
We believe AI is a business advantage. We use it every day to work smarter, move faster, and serve our customers better. Here’s a behind-the-scenes look at how we used AI to cut through a tangled web of emails, attachments, and chat threads to resolve a billing issue that was impacting a customer relationship.
The Problem
An invoice had gone unpaid. It wasn’t just a missed payment, it was a source of confusion, frustration, and potential reputational risk. The invoice included charges that weren’t clearly approved, and the issue had been discussed across multiple channels: emails, chat messages, internal documents, and meeting notes. It even involved a customer who was waiting for clarity.
We needed to get to the bottom of it and communicate clearly with the customer.
The Solution
Instead of manually digging through threads and attachments, we turned to our AI copilot.
With a single prompt, our copilot scanned dozens of emails, chat messages, and invoice files. It identified the root cause: a double charged line item that was labeled as two different things. It found the vendor’s acknowledgment of the error, the internal discussion about how to handle it, and the updated invoice that corrected the mistake.
In minutes, we had a clear, accurate summary of the issue ready to share with the customer.
The Impact
We were able to communicate confidently and empathetically with the customer, showing that we understood the issue and had already taken steps to resolve it. No finger-pointing. No confusion. Just clarity and action.
This is what AI looks like when it’s done right: not replacing people, but empowering them to lead with insight and precision.
Why It Matters
We’re building systems and workflows that make AI a seamless part of our operations, from bookkeeping to customer service to strategic decision-making.
This blog is the first in a series where we’ll share real stories of how we use AI to solve problems, drive growth, and deliver exceptional experiences. Because we believe the future belongs to those who know how to use the tools of tomorrow, today.
founder
ABOUT THE AUTHOR
Matt Timm
Matt’s the founder of this thing we call Magnetic North. He has a degree in Electrical Engineering and an MBA, and spent over 20 years in industry in a variety of Sr./Executive leadership roles. This is his 3rd startup and his favorite. Matt says "It’s an awesome place to work where we challenge each other as we continuously strive to grow our clients’ businesses. I feel great about the fact that we’ve collectively built exactly the culture I’ve always wanted to have in a workplace without any corporate bobble-heads telling me what we cannot do. We work really hard, we get results, we goof off, we’re transparent and we trust each other."