The effective management, use and monitoring of vendors for goods and services is critical to the success of every business. We support our customers with vendor audits to help ensure processes are sufficiently designed to minimize risk of billing errors, service quality or fraud, and to identify potential overbillings for recovery.
Stinnett performs two types of vendor audits for our clients:
Targeted Vendor Audits
These audits start with a comparison of selected detailed invoices to the agreement and approved rate sheets to confirm charges are legitimate and accurate. Typical vendor audits also include an onsite visit to the vendor’s site to perform activities such as:
- A review of vendor expense records for potential ethics issues like inappropriate gifts or trips
- An analysis of the vendor’s cash disbursement journal for payments to the company or the company’s employees
- A review of the vendor’s accounts receivables entries for “no charge” or deeply discounted services
- A review of the vendor check register and/or bank statements to determine if any payments were made directly to company employees
We believe in identifying the root cause or contributing factors for any identified vendor issues. That’s why our vendor audits include recommendations that can help reduce the risk exposure to similar future issues occurring.
Vendor Risk Management Review
These reviews concentrate on policies and procedures designed to manage vendors.
- Vendor contract management: Approval, storage and monitoring of vendor contracts and other key vendor agreements and communications.
- Vetting and approval of vendors: Verification of vendor credentials and ownership, bidding and award procedures (where applicable), and detection of restricted vendors that are applying to the company under another name or ownership.
- Accounts Payable Vendor Master File management: Access to the AP vendor Masterfile, procedures for adding and inactivating vendors, monitoring of vendor master file activity and periodic purging or inactivation of vendors no longer in use.
We believe cost recovery reviews are beneficial to ensure a company not only limits exposure to excessive or inaccurate construction costs, third-party billings and vendor payments—but also identifies opportunities to maximize cash flow. While identifying potential cost recovery opportunities, we assist our clients in finding root causes which give rise to cost recovery items and provide recommendations on possible control improvements to reduce the likelihood of these recurring.
The nature and approach of our various cost recovery projects depends upon the client’s exact needs and can include the identification of:
- Duplicate vendor payments
- Missed discount opportunities to improve cash flow
- Inaccurate or inappropriate sub-contractor related billings
- Inappropriate or inaccurate rates, quantities and other items on third-party invoices
- Overpayments of erroneous or unapproved overtime hours
- Excessive vehicle mileage charges
- Incorrect or unauthorized per diem payments