Match every invoice. See only exceptions.
Invoice, PO and receipt compared line by line. Clean ones entered; the rest held.
Today
You do everything. Agents should!
- ManualAgent Download invoice
- ManualAgent Check duplicates
- ManualAgent Find the PO
- ManualAgent Find the receipt
- ManualAgent Compare lines
- ManualAgent Check freight
- ManualAgent Park no-receipt
- ManualAgent Email the buyer
- ManualAgent Code to GL
- ManualAgent Key the voucher
What it costs
Where money is lost.
- Overpayments Price drift nobody caught
- Duplicate payments Same invoice, two formats
- Parked invoices Forgotten until the vendor calls
- Missed discounts Entered late, terms gone
The solution
No integrations. No babysitting.
The agent works your screens like a trained employee, by your rules.
- Screen, mouse, keyboard It uses your apps the way your team does.
- Runs on your machines In your sessions, with the logins you give it.
- Rules decide, not the model Your limits, checked the same way every run.
- People approve Spend and exceptions stop for the right person.
- Every run on record Documents, values, approvals, saved records.
The solution
Hand the whole cycle to an agent
- Reads invoice
- Checks duplicates
- Finds PO & receipt
- Matches lines
- You resolve variances
- Enters voucher
- You release pay
Agent does itYou decide
How it works
Five steps. Zero re-typing.
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Step 1
It reads the invoice
Vendor, PO number, lines, freight, tax. Straight from the PDF.
Inbox
V-2041 · AP mailbox
Invoice 88210 · PO 40512
Checked request
✓12 EA gate valve 2 in @ $86.50
✓40 EA gasket kit @ $20.20
✓Freight $42.00
✓No duplicate open PO
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Step 2
It 3-way matches
PO, receipt, invoice. Every line, not just the total.
POQty 12✓Packing slipQty 12✓InvoiceQty 12MatchedPosted. No AP work. -
Step 3
It holds what doesn't match
No receipt or price over tolerance. Sent with all three documents.
Draft · to Buyer and AP lead
Invoice A-9043 held · PO 40544
Motor 5 HP billed at $1,450.00; PO 40544 says $1,200.00. $250.00 over tolerance, so the invoice is held for your decision.
- PO sent
- No reply, 2 days
- Reminder sent
- Buyer told if still silent
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Step 4
It keys the voucher
Only clean invoices, where your rules allow. Reopened to confirm.
PO ENTRY PO#: 40512
VENDOR: V-2041
LN PART QTY COST
01 GATE VAL 12 + 40 EA $1,888.00
▌
Green screenERP · voucher entry
PO 40512Emailed to supplier -
Step 5
It readies the pay run
Checked and queued. Payment release stays with AP.
Invoice$1,888.00Checkpoint
✓Not a duplicate
✓Receipt RCV-7731 on file
✓Prices match PO
✓Freight under $50 rule
Payment run Ready You release
The full process
Three-way match: every step
What the agent does, where you decide, and the rules it checks.
- Invoice in AP mailbox
- Read invoice fields
- New invoice number?No → stop as duplicate
- Open PO & receipt
- Receipt on file?No → hold, recheck daily
- Compare quantity & price
- Every line within tolerance?No → route to buyer
- Freight within rule?No → hold for AP
- Buyer resolves variances
- Code to GL
- Enter voucher in ERP
- Reopen to confirm
- Send AP exception list
- You release payment
- Ready for pay run
Agent does it You decide Rule check
Built for you
Built for the AP desk
- 1Invoice before receiptGoods not received yet
- 2Partial receiptsEight arrived, ten billed
- 3Price driftA little over the PO
- 4Duplicate formatsSame number, new prefix
- 5Freight and taxChecked against your rules
Your controls
Your rules. Exactly.
Written once in plain English. Followed every time.
- Line over tolerance? Route to buyer
- No receiver yet? Recheck daily, 10 days
- Invoice number seen? Stop as duplicate
Never, on any run
- Create a receipt to force a match
- Approve payment beyond your policy
- Enter a duplicate invoice
- Widen a tolerance to pass
- Change the PO to fit
When a rule says no
It stops and asks you.
Every held item lands in one queue with the documents, the values read and the rule that fired.
- Stop as duplicateNew invoice number? 2 min
- Hold, recheck dailyReceipt on file? 14 min
- Route to buyerEvery line within tolerance? 1 h
- Hold for APFreight within rule? 3 h
RUN-2291
Stop as duplicate
RuleNew invoice number? No
I stopped here. Everything I read is attached. Your call.
The difference
Your team, before and after
| Today | With your agent | |
|---|---|---|
| PO & receipt lookup | Three screens per invoice | Lined up automatically |
| Duplicate check | If time allows | Every invoice |
| No-receipt holds | A forgotten folder | Rechecked daily |
| Your AP team | Keys every voucher | Works the exceptions |
Your existing systems
No new systems!
The agent runs where you work.
ERP
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Prophet 21 -
Acumatica - Epicor
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SAP -
Oracle -
NetSuite -
Dynamics 365 -
Sage -
QuickBooks
AP & payments
-
BILL -
AvidXchange -
Coupa
Inbox & documents
-
Outlook -
Gmail -
Excel -
Acrobat / PDF - Scans & photos
Screens differ by version and setup; we confirm the exact steps on your system before a pilot. Logos and product names identify systems only and belong to their owners; they do not imply a partnership or endorsement.
Your numbers
How many hours can you get back?
Your volume, your times, your labor cost. Estimates, not results.
Invoices × (minutes today − minutes with the agent) ÷ 60 × hourly cost
These are example assumptions, not results. Minutes per invoice cover the duplicate check, PO and receipt lookup, comparison and voucher entry. These defaults are assumptions; use your AP team's own timings.
Demonstration
Watch recorded runs
Both recordings are real AP matching runs. In Epicor Prophet 21 the agent reads four vendor invoices, checks receivers and a 10-day receiver hold, fails one invoice on a +$250.00 price variance, enters vouchers 30071 to 30073 through Convert PO to Voucher and emails AP the exceptions. In Acumatica it matches invoice HLT-55210 to PO-40020, creates and releases a purchase receipt, starts the AP bill and emails a 50-invoice status workbook.
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6:20 Epicor Prophet 21 · AP 3-way match How to Do an AP Three-Way Match in Epicor Prophet 21 In the recording, the agent read the invoices, checked receivers and the hold queue in P21, matched three invoices and entered vouchers 30071–30073, and emailed AP the price-variance and missing-receiver exceptions.
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4:53 Acumatica Construction Edition · PO invoice match How to Match a Vendor Invoice to a PO in Acumatica In the recording, the agent matched invoice HLT-55210 to PO-40020, attached the PDF and note, created and released the purchase receipt and started the AP bill, then emailed a 50-invoice status workbook. Exceptions were left for people to review.
FAQ
Questions buyers ask us
What is three-way matching?
Checking that a vendor invoice agrees with the purchase order (what was ordered, at what price) and the receiving record (what actually arrived) before the invoice is entered for payment. It's an AP control that happens after receipt, separate from sourcing and from creating the PO.
What if receiving is missing?
The invoice is held, not forced through. The agent rechecks for the receiver on the schedule your policy sets, releases the invoice for matching when the receipt appears, and escalates to AP if the hold limit runs out. It never creates a receipt to make the match pass.
Does it post a vendor bill automatically?
Only if your tenant rules allow the agent to enter vouchers or bills, and only for invoices that pass every check. Even then, entering the bill is separate from approving payment, which stays with your AP approvers.
Which ERPs can it match in?
It works through your existing PO inquiry, receiving and voucher screens with an AP user's permissions. The gallery shows real runs in Prophet 21 and Acumatica; other systems are confirmed per version before a pilot, and we don't claim a vendor partnership.
Hand off the matching.
- We build itYou show us the work once.
- Start to finishDoes exactly what your team does.
- No-risk trial$0 setup. See it work before you scale.
Bring a batch of invoices and the POs and receipts behind them.
Get demo