Invoice to purchase order matching
Stop paying for overcharges and short deliveries. Every supplier invoice is checked against what you ordered and what arrived, before you pay it.
Hours back
3
hours a week back, typically
How it runs
What we build, step by step.
This is the usual shape. Yours gets built around how your team actually does the job.
- 01
Invoices read as they arrive
Supplier, invoice number, line items, quantities and prices read from the PDF or email.
- 02
Matched to the order and delivery
Each line is compared with the purchase order and with what the crew or warehouse recorded as received.
- 03
Differences flagged
Prices above the agreed rate, items not delivered, extra charges and invoices that look like ones already paid.
- 04
Clean invoices lined up for payment
Invoices that match go in as bills, ready for the usual payment run.
- 05
A query drafted for the rest
For each mismatch, a short note to the supplier listing the difference, ready for a person to send.
Shown with software we see a lot. If your team uses something else, we build it into that instead.
Built for your business
Same job, different business. We build yours.
Two firms in the same trade rarely run a job the same way. Different software, different steps, different people signing off. We build it for your business, around how your team actually does the job.
Your steps
Built around the order your team already works in, odd exceptions included.
Your software
Runs inside the tools you already pay for, set up the way you use them.
Your rules
Your wording, your limits, your sign-offs. Nothing generic goes out in your name.
You sign off
Your team keeps the final say.
Nothing gets paid without a person approving the payment run. A person checks each supplier query draft and sends it.
What it's worth
What those hours add up to.
3 hours a week, over 46 working weeks, is 138 hours a year. At $50 an hour, that’s
$6,900
back in the business, every year.
Typical, not promised.
Before and after
The job, before and after.
How it runs today
Invoices get entered and paid. Checking each line against the order and the delivery note takes too long, so it only happens when something looks obviously wrong. Small overcharges and the odd duplicate get paid without anyone noticing.
What we build
- Invoices read as they arrive
- Matched to the order and delivery
- Differences flagged
- Clean invoices lined up for payment
- A query drafted for the rest
A month in
Every line on every invoice gets checked, not just the ones that look wrong. Overcharges and duplicates are caught before payment, and suppliers learn that your invoices get read.
FAQ
What if we didn't raise a purchase order?
The supplier invoice is still checked, against the last price you paid that supplier, and flagged if it's higher. It's also a good sign that order should have had a purchase order, which the purchase order build fixes.
Will invoice matching hold up paying our suppliers?
No. Invoice matching happens the day the invoice arrives, so clean invoices are ready for your normal payment run, and queries go out early instead of on the due date.
More for purchasing
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Thirty minutes on invoice to purchase order matching. We build its elf with you, live, and you keep it.