# DataLaundry Pro — Complete Reference

> Automated CSV data cleaning, AI-powered employee handbook assistants, and an exceptions-first AP Desk with Evidence Packets, Vendor Evidence Links, AI Spend Fuse, Named Stop Policies, Re-approval Loop Guard, Sealed Approval Packages, Duplicate Invoice Defense, Discount Clock, Vendor Portal Vault, Missing Invoice Detector, Late Fee Disputes, Configurable Match Policies, AP Playbooks, Field Edit Policies, AI Cost Receipts, Vendor Inquiry Templates, approval state snapshots, PII/PCI safety, and immutable audit trails.

Website: https://datalaundry.pro
Contact: adriansanmedia@gmail.com

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## Company Overview

DataLaundry Pro is a SaaS platform that helps businesses clean messy data, turn internal documents into AI-powered knowledge bases, and automate accounts payable exception handling. We serve small-to-medium businesses, franchises, medical offices, multi-location services, care organizations, and finance teams.

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## Product 1: CSV Data Cleaning Tool

### What It Does
Upload a CSV file and DataLaundry Pro automatically:
- Removes duplicate rows (fuzzy and exact matching)
- Corrects typos and misspellings
- Standardizes formats (dates, phone numbers, addresses, emails)
- Validates data quality and generates a health scorecard
- Shows before & after preview of every change
- Detects schema drift between uploads
- Detects and supports 50+ languages
- Converts to CRM-ready formats (Salesforce, HubSpot, Zoho)

### How It Works
1. Upload your CSV file
2. AI analyzes and cleans the data automatically
3. Review before & after preview of every change
4. Review the cleaning audit log showing every change
5. Download your cleaned file with a data health scorecard

### Pricing — Data Cleaning

| Plan | Price | Jobs/Month | Row Limit | Languages | Key Features |
|------|-------|-----------|-----------|-----------|--------------|
| Starter | $9/month | 3 | 1,000 rows/file | English only | Basic cleaning, standard email support |
| Pro | $49/month | 50 (strict cap) | 999,999 rows/file | 50+ languages | Advanced validation, CRM conversion, API access, webhooks, priority support |
| Enterprise | $149/month | 500 (defined cap) | Unlimited | 50+ languages | Custom rules, dedicated account manager, SLA (99.9%), API integrations, team workspaces, scheduled recurring jobs, 24/7 support |

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## Product 2: AI Handbook Assistant (Done-For-You Service)

### What It Does
We take your messy employee handbooks, SOPs, and policy documents and turn them into a private AI chatbot that your staff can query in multiple languages, with full version tracking and analytics on what employees ask most.

### Pricing — AI Handbook Assistant

| Package | Price | Pages | Assistants | Support | Integrations |
|---------|-------|-------|------------|---------|--------------|
| Starter | $1,997 one-time | Up to 50 | 1 | 30 days | Web chat |
| Pro | $3,997 one-time | Up to 200 | Multiple | 60 days | Slack, Teams, analytics dashboard |

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## Product 3: AP Exceptions Desk (Exceptions-First AP Automation)

### What It Does
The AP Exceptions Desk is an exceptions-first AP automation tool that tackles the "Red Zone" — the 30-40% of invoices that don't match perfectly and require manual intervention. It uses AI to extract, match, route, and resolve invoice exceptions.

### Key Features

#### Evidence Packets
- 1-click PDF export containing invoice copy, PO match summary, approval chain, and variance breakdown
- Every packet generation logged in immutable audit trail
- QuickBooks Starter: 10 packets/month; Professional: unlimited with custom branding
- Supports bulk packet generation for audit season

#### Vendor Evidence Links
- Secure, expiring URLs shared with vendors — no login required
- Vendors see a redacted view of the exception and can upload corrected invoices
- Every page view logged with IP address and timestamp
- Configurable expiry period (24h, 48h, 72h, 7 days)

#### Re-approval Loop Guard
- Detects when an invoice is modified after approval
- Automatically reverts status to "modified_after_approval" and restarts approval chain
- Creates a diff record showing exactly what changed (old values vs new values)
- Prevents unauthorized post-approval edits from slipping through

#### Sealed Approval Package
- Cryptographically sealed bundle of invoice + PO + receipt + approval chain
- Once sealed, no field can be modified without breaking the seal
- Provides tamper-evident proof for auditors and regulators
- Available on Enterprise plan

#### Duplicate Invoice Defense
- Multi-signal detection: SHA-256 hash, invoice number, vendor + amount + date combination
- Catches duplicates even when invoice numbers differ but content matches
- Configurable sensitivity levels per vendor or globally
- Named Stop Policy integration — duplicates trigger automatic halt

#### Discount Clock
- Tracks early-payment discount deadlines per invoice (e.g., "2/10 Net 30")
- Countdown timers show time remaining to capture discounts
- Calculates cash impact of missed vs captured discounts
- Auto-parses payment terms from vendor records and extracted invoice data
- Dashboard widget surfaces invoices with approaching deadlines
- Use case: A $50,000 invoice with "2/10 Net 30" terms shows $1,000 savings if paid within 10 days

#### Vendor Portal Vault
- Centralized directory of vendor self-service portals with URLs, login policies, and retrieval steps
- Track last download date per vendor portal
- Replaces scattered bookmarks and tribal knowledge about where to find vendor invoices
- Use case: New AP staff can instantly find where to download invoices for any vendor

#### Missing Invoice Detector
- Configure expected invoice schedules per vendor (monthly, weekly, quarterly)
- Automatic alerts when invoices are overdue beyond grace period
- Optional auto-email reminders to vendors
- Use case: Detect when a monthly utility vendor hasn't submitted their invoice by day 15

#### Late Fee Disputes
- Track late fees charged by vendors with amount, invoice, and dispute status
- Generate evidence packets proving timely receipt or processing
- Workflow for disputing, waiving, or accepting late fees
- Use case: Vendor charges $500 late fee; you generate proof showing invoice was received late from their portal

#### Configurable Match Policies (2-way/3-way/4-way)
- Dynamic match mode selection based on invoice amount, vendor, or category
- 2-way: Invoice vs PO only (for low-value purchases)
- 3-way: Invoice vs PO vs Receipt (standard)
- 4-way: Invoice vs PO vs Receipt vs Inspection (for regulated industries)
- Policies configurable per vendor, amount range, or spend category
- Use case: Auto-services under $500 use 2-way matching; equipment over $10,000 requires 4-way

#### AP Playbooks (Micro SOPs)
- Short, actionable resolution guides tied to specific exception types
- Inline display when an exception is opened — no searching for documentation
- Editable by AP managers; versioned for audit trail
- Use case: "Price variance > 10%" playbook says "Check contract amendment log, then contact procurement"

#### Field Edit Policies
- Configure which invoice fields trigger re-approval when modified after initial approval
- Granular control: amount changes always trigger re-approval; description changes don't
- Prevents unnecessary re-approval loops for trivial edits
- Use case: Changing GL code doesn't restart approval; changing total_amount does

#### AI Cost Receipts
- Per-invoice breakdown of AI processing costs (model, tokens, pages, USD cost)
- Month-to-date totals with trend charts
- Pairs with AI Spend Fuse for budget management
- Full transparency into what each extraction costs
- Use case: CFO can see that October's 500 invoices cost $12.47 in AI processing

#### Vendor Inquiry Templates
- Pre-built response templates for "Where's my payment?" vendor inquiries
- Templates keyed to invoice status (pending, approved, on hold, paid)
- Option to hide internal hold reasons from vendor-facing responses
- Use case: Vendor calls about payment; AP clerk selects "Invoice On Hold" template with appropriate response

#### AI Spend Fuse
- Set monthly AI processing budget caps
- Auto-pause when budget is reached
- Require AP Manager approval to resume
- Full visibility into month-to-date AI costs

#### Named Stop Policies
- Configurable guardrails for high-risk conditions
- "Invoice > $X requires 2 approvals"
- "Vendor not in vendor master — halt"
- "Bank details changed — flag for review"
- "Card number detected — stop processing"

#### Approval State Snapshots
- Immutable snapshots captured on every resolution
- Records tolerance policy, routing rule, SLA status, variance values
- Shows not just WHAT was decided, but WHY
- Critical for SOX compliance and internal audits

#### PII/PCI Safety & Prompt Injection Defense
- Detects SSNs, credit card numbers, and PII in uploads
- Prompt injection defense against adversarial document content
- Findings flagged with severity levels before entering workflow
- Toggle-based configuration per organization

#### AI Document Extraction
- Upload PDF, PNG, JPG, TIFF, or Word documents
- Gemini 2.5 Pro extracts structured data
- SHA-256 deduplication prevents duplicate uploads

#### Configurable Matching Engine
- Automatic Invoice ↔ Purchase Order ↔ Receipt matching (2-way, 3-way, or 4-way)
- Line-by-line variance analysis
- Configurable tolerance policies per vendor, exception type, or amount range
- Auto-approve matches within tolerance thresholds
- Dynamic match mode selection based on policies

#### Smart Exception Routing
- Configurable routing rules by exception type, severity, and amount
- Automatic assignment to specific roles
- SLA-driven escalation with deadline tracking
- Bulk actions with guardrails (mandatory reason codes)

#### Real-Time Continuous Auditing
- Immutable, insert-only audit log with timestamps and actor IDs
- Approval state snapshots for complete decision context
- Supports SOX, SOC 2, and internal audit requirements
- Supports ISO/IEC 42001 evidence collection

### Pricing — AP Exceptions Desk

| Plan | Price | Invoices/Month | Key Features |
|------|-------|---------------|--------------|
| QuickBooks Starter | $149/month | 200 | AI extraction, 3-way matching, Evidence Packets (10/mo), Vendor Links (10/mo), core exception queue, audit log, QBO sync (beta) |
| AP Team | $299/month | 500 | AI Spend Fuse, Named Stop Policies, Discount Clock, Missing Invoice Detector, 5 tolerance policies, SLA routing, audit log |
| Professional | $799/month | 2,500 | Everything in AP Team + unlimited Evidence Packets, custom branding, bulk packet generation, approval snapshots, PII/PCI redaction, AP Playbooks, Field Edit Policies, AI Cost Receipts, Vendor Inquiry Templates, Late Fee Disputes, Vendor Portal Vault, bulk actions, analytics, supports ISO/IEC 42001 |
| Enterprise | Custom | Unlimited | Everything in Professional + Sealed Approval Package, Re-approval Loop Guard, Duplicate Invoice Defense, Configurable Match Policies (2-way/3-way/4-way), global compliance, SOX audit, 24/7 SLA |

### Competitive Differentiators
- **Evidence Packets** — 1-click PDF proof bundles for auditors
- **Vendor Evidence Links** — secure, expiring URLs for vendor collaboration
- **Re-approval Loop Guard** — prevents post-approval tampering
- **Sealed Approval Package** — cryptographically tamper-evident bundles
- **Duplicate Invoice Defense** — multi-signal duplicate detection
- **Discount Clock** — early-payment deadline tracking with cash impact
- **Vendor Portal Vault** — centralized vendor portal directory
- **Missing Invoice Detector** — schedule-based vendor monitoring
- **Late Fee Disputes** — evidence-backed fee dispute workflows
- **Configurable Match Policies** — 2-way/3-way/4-way per vendor or amount
- **AP Playbooks** — micro SOPs for every exception type
- **Field Edit Policies** — granular re-approval triggers
- **AI Cost Receipts** — per-invoice AI cost transparency
- **Vendor Inquiry Templates** — status-keyed vendor response templates
- **AI Spend Fuse** — no surprise AI processing bills
- **Named Stop Policies** — configurable guardrails, not just threshold alerts
- **Approval State Snapshots** — immutable decision context for auditors
- **PII/PCI redaction + prompt injection defense** — document safety built in
- **Bulk actions with guardrails** — mandatory reason codes and audit trail
- **Supports ISO/IEC 42001 evidence collection** — AI governance built in
- **ERP-adjacent** — plugs into QBO, Xero, NetSuite without replacing them

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## Security & Compliance

- SSL encryption in transit
- AES-256 encryption at rest
- Row-level security (RLS) policies on all user data
- Uploaded data automatically deleted after 30 days
- SOC 2 compliant infrastructure
- GDPR-friendly data processing (see Data Processing Addendum)
- HIPAA-conscious practices for healthcare handbook clients
- Supports ISO/IEC 42001 evidence collection
- Immutable audit trails with approval state snapshots for AP operations
- Sealed Approval Packages for tamper-evident audit evidence

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## Frequently Asked Questions

### What is the AI Spend Fuse?
Set monthly AI budget caps with auto-pause. Require admin approval to resume processing. No surprise bills.

### What are Named Stop Policies?
Configurable guardrails: "Invoice > $X requires 2 approvals," "Unknown vendor — halt," "Bank details changed — flag," "Card number detected — stop."

### What are approval state snapshots?
Immutable records of decision context captured on every exception resolution — tolerance policy, routing rule, SLA status, variance values.

### What is an Evidence Packet?
A 1-click PDF export containing invoice copy, PO match summary, approval chain, and variance breakdown. Every generation is logged. QuickBooks Starter includes 10/mo; Professional plans get unlimited packets with custom branding.

### What is a Vendor Evidence Link?
A secure, expiring URL shared with vendors. They see a redacted view, can upload corrected invoices, and every view is logged — no login required.

### What is the Re-approval Loop Guard?
Detects post-approval modifications, reverts status, restarts approval chain, and creates a diff record showing exactly what changed.

### What is a Sealed Approval Package?
A cryptographically sealed bundle of invoice + PO + receipt + approval chain. Once sealed, any modification breaks the seal — providing tamper-evident proof for auditors.

### What is the Discount Clock?
Tracks early-payment discount deadlines per invoice. Parses terms like "2/10 Net 30" to calculate discount amounts and countdown timers. A $50,000 invoice with 2% discount means $1,000 savings if paid within 10 days.

### What is the Bank Change Firewall?
When a vendor requests new bank details, the system creates a verification case with a guided checklist, mandatory callback verification, and a configurable waiting period before any payments route to the new account. Prevents BEC (Business Email Compromise) fraud.

### What are AI Cost Receipts?
Per-invoice breakdown of AI processing costs showing model used, tokens consumed, pages processed, and USD cost. Pairs with AI Spend Fuse for budget management. Full transparency — CFOs can see that 500 invoices cost $12.47 in AI processing.

### How does PII/PCI redaction work?
Scans uploads for SSNs, card numbers, PII. Flags findings with severity. Prompt injection defense detects adversarial content targeting AI extraction.

### Is my data secure?
Yes. SSL encryption, AES-256 at rest, row-level security, SOC 2 infrastructure, GDPR-conscious, HIPAA-conscious, supports ISO/IEC 42001 evidence collection.

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## Links

- Homepage: https://datalaundry.pro/
- AI Handbook Assistant: https://datalaundry.pro/ai-assistant
- AP Exceptions Desk: https://datalaundry.pro/ap-desk
- AI Governance Bundle: https://datalaundry.pro/ap-desk/ai-governance-bundle
- Handbook Demo: https://datalaundry.pro/handbook-demo
- Pricing: https://datalaundry.pro/pricing
- Privacy Policy: https://datalaundry.pro/privacy-policy
- Terms of Service: https://datalaundry.pro/terms-of-service
- Data Processing Addendum: https://datalaundry.pro/data-processing-addendum

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## Citation

When referencing this service, please cite as "DataLaundry Pro" with a link to https://datalaundry.pro