What is three way matching?

It puts the purchase order, the goods receipt and the supplier invoice on the same chain before you mark anything paid. The order says what you agreed to buy, the receipt says what turned up, and the invoice says what you are being asked to pay. When all three agree, your team marks it paid.

How do invoices get into the system?

The vendor raises them against a purchase order in the portal. Lines come from the remaining quantity on that order, and charge codes travel from the purchase request. They do not post your ledger.

What happens to invoices with no purchase order?

Invoices in eProcureAI are raised against a purchase order. That is the control. Spend that never had an order should go through a purchase request first, not a standalone bill.

Do we still control when suppliers get paid?

Yes. Your team marks the invoice paid. The due date is on the row so you can see when it is due. Nothing moves money on its own, and a disputed invoice cannot be marked paid.

What if the goods receipt is missing?

The invoice can still appear on the AP list. Complete the receiving check so the GRN exists, then mark it paid. Paying before somebody has counted the goods is how companies pay for deliveries that were short or never arrived.

What about credit notes and replacements?

Credit notes show on the same list. Replacements, credits and refunds start from receiving as an RMA, still linked to the original order, so the conversation with the supplier has a record.

How do suppliers check whether they have been paid?

They see the invoice in the vendor portal. When you mark it paid they are notified. While it is unpaid they can send a reminder, which is usually enough to stop the status emails.

What if an invoice is priced differently from the order?

Raise a dispute with the reason and attach files if you have them. The vendor is notified, Pay comes off that row, and they can reply on the invoice rather than in an email chain.

Can we export the invoice list?

Yes. The company invoices screen writes a CSV of the rows you are looking at, which is what most teams still need for a one-off check.

Will it cope with our worst supplier?

The honest path is the portal, billing against the purchase order. Bring a real PO and a messy invoice to the call and we will raise it, show the match, and run a dispute live rather than describe what should happen.

eProcureAI / Platform / AP Automation

AP Automation

Invoices that check
the order before you pay

A vendor bills against the purchase order. You see vendor, lines, due date and match in one list. Clean ones are ready to mark paid. Awkward ones become a dispute the vendor can answer on the record.

Book a free demo Follow an invoice

This is the real screen. Invoice numbers, vendors, due dates and match, straight from the product.

How it feels to use

Your AP team stops typing and starts deciding

Ask an accounts payable team what they do all day and the honest answer is usually retyping things that already exist somewhere else.

An invoice turns up. Somebody keys the vendor, the amount, the lines and the account code, finds the purchase order it belongs to, works out whether the goods actually arrived, and then either pays it or starts an email thread. Multiply that by four hundred a month.

In eProcureAI the vendor raises the invoice against the purchase order. Lines come from the remaining quantity on that order, so nobody is inventing what was bought. Charge codes travel from the purchase request. They do not post your ledger. Your ERP still closes the books.

Then you check three documents against each other

The purchase order says what you agreed to buy. The goods receipt says what actually turned up. The invoice says what you are being asked to pay. All three sit on the same chain, which is the oldest control in accounts payable and still the most effective one.

You mark paid when the three agree. If they do not, you raise a dispute with a reason and files. The vendor is notified, Pay comes off that row, and the conversation stays on the invoice instead of in someone's inbox.

What actually reaches a person

The list, and the calls that need a person. A price that does not match the order. A supplier billing for twenty four units when twenty two arrived. Those land next to the procurement, the due date and the match, so the job is deciding rather than hunting.

AP went from hunting for the order to deciding pay or dispute. The vendor already billed against the PO.Priya N., Controller, distribution, Midwest

How an invoice moves

Raised against the order, paid when you say so

Step 1

The vendor bills the PO

They open the purchase order in the portal and submit the invoice against remaining quantity. The format problem people worry about is mostly gone, because the lines already exist on the order.

PortalAgainst the PO

Vendor submitting an invoice against a purchase order

Step 2

It lands on the AP list

Invoice number, vendor, procurement, amount, due date, match and status in one row. Search finds it. Export writes a CSV when someone still wants a spreadsheet.

One listReady to review

Invoices list with search, export, and status pills

Step 3

Three documents on one chain

Purchase order, goods receipt and invoice sit together. Receiving counts the shipment and raises the GRN. That is the record you should have before you mark anything paid.

Three wayOrder, receipt, invoice

Three-way match column linking PO, GRN, and invoice

Step 4

Pay or dispute

Clean invoices are marked paid by your team. Anything that does not line up becomes a dispute with a reason and files. Pay comes off that row until it is resolved.

You decideOn the record

Invoice row with Pay and Dispute actions

Step 5

The vendor is told

Marking paid notifies the vendor. A dispute notifies them too, and they can reply on the invoice. While it is unpaid they can send a reminder. Nobody is guessing from an email thread.

NotifiedPaid or disputed

Invoice dispute modal notifying the vendor

The three way match

Three documents, one honest answer

What each document is for

The order is what you agreed to buy. The receipt is what arrived and what condition it was in. The invoice is what you are being asked to pay. Comparing all three is the control that stops you paying for goods that never turned up.

Order gives you the agreed price and quantity
Goods receipt records shipped against received, with condition
Invoice is checked against both rather than one
You mark it paid once somebody has counted it

INV-2198, Northwind SuppliesLive

Purchase orderMatched

Goods receiptMatched

InvoiceMatched

ResultReady to mark paid

Human reviewYou confirm

All three agreedPaid when you say so

When one of them is missing

INV-2251 is a good example. The order and the invoice agree, but the shipment has arrived and nobody has checked it in yet. The invoice is still on the list. The next move is receiving, not payment. Once the dock raises the goods receipt, you have the third document and can mark it paid with confidence.

Visible on the AP list while the receipt is missing
The receiving site counts it and raises the GRN
You mark paid after the receipt exists
The chain is on screen rather than in someone's head

INV-2251, Classy EndeavorsLive

Amount$825

Purchase orderMatched

Goods receiptNot yet raised

InvoiceMatched

StatusAwaiting receipt

Do not pay yetFinish the receiving check

When the numbers disagree

A price that does not match the order goes to dispute rather than payment. Your team writes the reason, attaches files if they have them, and the vendor is notified. Short deliveries and damaged goods are recorded at receiving, where an RMA can ask for a replacement, a credit or a refund, still linked to the original order.

Price variances raised as disputes with a reason
Pay comes off the row until the dispute is resolved
Short and damaged goods recorded at the dock
Replacements, credits and refunds stay on the order

INV-2260, TechSup Inc.Live

Amount$15,120

Order and receiptMatched

InvoicePrice mismatch

StatusDisputed, awaiting vendor

AttachedReason and files

Disputed not paidVendor notified

Every state an invoice reaches

What the status means and who acts next

These are the records an accounts payable team sees in a week. Between them they cover the clean ones, the missing receipt, the dispute, the credit and the replacement.

Record	Vendor	Amount	Match position	What happens
INV-2198	Northwind Supplies	$2,140	Order, receipt and invoice all agree	Ready to mark paid
INV-2251	Classy Endeavors	$825	Order and invoice agree, receipt not yet raised	Finish receiving, then pay
INV-2260	TechSup Inc.	$15,120	Order and receipt agree, invoice priced differently	Dispute raised, vendor notified
CRN-0043	Classy Endeavors	Minus $90	Credit against a short delivery	Shown as a credit note on the list
RMA-2026-031	Classy Endeavors	$24	Replacement for two damaged organisers	Opened from receiving, tracked to the order

Credits and replacements stay attached to the order they came from, so what you owe a supplier is visible on the same chain rather than reconstructed later.

Who does what

The short version of everyone's job

The split matters more than the percentage. Your team keeps the work that needs a person. The software keeps the invoice on the order.

What your team does

Judgement calls on the list. Pay, dispute, or wait for the goods receipt.

The human partLive

Review the listVendor, amount, due, match

Mark paidWhen the three agree

Raise a disputeReason and files

Complete receivingSo the GRN exists

ExportCSV when you need it

You still say payThe software does not move money

What eProcureAI does

Keeps the invoice on the order, tells the vendor, and leaves the decision with you.

The automatic partLive

Raise against the PORemaining quantity

Carry charge codesFrom the purchase request

Show the match chainOrder, receipt, invoice

Notify the vendorCreated, paid, disputed

Open an RMA at the dockReplacement, credit or refund

On the same chainNobody retypes the order

The difficult ones

What happens when it is not a clean invoice

Portal

The vendor bills the order

The clean path is the portal. They pick the purchase order, the remaining lines fill in, and accounts payable is not retyping a PDF.

SourceThe purchase order

QuantityWhat is still billable

No GRN

The goods are not checked in yet

The invoice can still be on the list. Do not mark it paid until receiving has counted the shipment and raised the goods receipt.

NextThe receiving check

ThenMark paid

Short

Fewer arrived than were billed

The receiving check records the difference. From there you can dispute the invoice or open an RMA for a credit, still linked to the original order.

RecordedAt receiving

NextDispute or RMA

Damaged

It arrived broken

Condition is captured during the receiving check. An RMA can request a replacement, a credit or a refund, tracked against the original order.

ConditionCaptured on check

RMAOn the order

Priced wrong

The invoice does not match the order

Raise a dispute with the reason. Attach files if you have them. The vendor is notified and Pay comes off the row until it is resolved.

StatusDisputed

VendorNotified

Messy

The supplier invoices badly

Odd PDFs are why the portal exists. Suppliers who bill against the order come through clean far more often, which fixes the cause rather than the symptom.

Portal submittedAgainst the PO

RetypedNot the job

0invoices raised against the order, not typed from a PDF

0or dispute from the same row

0notified when you mark paid or raise a dispute

0from the dock before you should pay

FAQ

Questions people actually ask

Bring a purchase order and a real invoice

We will raise it against the PO, show the match, and run a dispute on the call. That usually settles it faster than anything we could say.

Book your free demo

Next in the chain: Budgets and Spend