Purchase Order Matching with AI
Automatically matches incoming invoices with purchase orders and marks discrepancies (price, quantity). Accelerates the approval workflow and prevents erroneous payments.
At a glance
Up to 10 hours/week
time saving
Up to 6x within 3 months
expected ROI
Live in 3 weeks
from intake to production
GDPR-compliant
EU hosting & human-in-the-loop
Time savings and ROI are indicative and depend on your process, data and volume.
Before & after
From manual to automatic
3-way matching is time-consuming and errors go unnoticed
- Accounts payable staff must manually compare invoices with purchase orders and goods receipts.
- Price deviations and incorrect quantities are discovered too late, sometimes after payment.
- With large numbers of invoices, manual checking is error-prone and slow.
Automatic 3-way match with discrepancy detection
- Automatically matches each invoice with purchase order and goods receipt from the ERP.
- Verifies price, quantity and supplier match within set tolerances.
- Flags discrepancies (such as price difference or incorrect quantity) for review by the procurement manager.
- All matching data is stored within the Netherlands, with audit trail for financial control.
Workflow
How it works
See how the agent moves through the process step by step — you stay in control of every decision.
Workflow in action
Purchase Order Matching · Automatic invoice matching with purchase orders
Receive and scan invoice
apiStep 1 of the automated process.
Retrieve purchase order from ERP
analysisStep 2 of the automated process.
Check goods receipt
dataStep 3 of the automated process.
Compare price/quantity
outputStep 4 of the automated process.
Match or escalate
apiStep 5 of the automated process.
0
Steps completed
5
Total steps
What it delivers
Prevent erroneous payments and accelerate approvals
The agent performs repetitive matching and only flags exceptions. Invoices that match are auto-approved, discrepancies get attention. The result: faster payment of correct invoices and fewer errors.
through automatic comparison
of price and quantity errors caught
from receipt to payment
Figures are indicative and depend on your processes and volume.
Integrations
Works with your software
Integrates with ERP, procurement and warehouse systems for complete 3-way matching.
ERP & Procurement
Warehouse & WMS
Invoice Input
Approval
Frequently asked questions
What if there's no purchase order for an invoice?
The agent flags it as unmatched and escalates it to the procurement manager for approval. For recurring costs such as rent or subscriptions, you can set automatic approval without requiring a PO.
How strict is the tolerance for price and quantity discrepancies?
You set the tolerances yourself — for example, small price differences can auto-approve, moderate differences go to review, and larger differences are rejected automatically. Different rules can apply per supplier or product category.
Does this also work for partial deliveries?
Yes, the agent recognizes partial deliveries and matches the invoice against the quantity actually received. It flags cases where more was invoiced than received, or where the purchase order hasn't been fully delivered yet.
Can the agent be adjusted after go-live, and who maintains it?
Yes — tolerances, approval rules, and thresholds can be updated at any time as your procurement process changes. We monitor the ERP and warehouse connections and update the agent when a linked system changes its API, so matching keeps working reliably.
What does it cost and how long does implementation take?
Standard agents start from €2,500, and a custom build for complex procurement workflows starts from €5,000; a free AI scan is a good starting point to see what fits your situation. Implementation typically takes about 3 weeks, depending on how many ERP and warehouse systems are involved.
How is invoice and purchase data protected?
All matching data is processed on infrastructure hosted in the Netherlands, with a full audit trail for financial control. We can sign a data processing agreement as part of implementation.
Which systems does the agent integrate with?
It connects with ERP and procurement systems such as Exact Online, AFAS, SAP, and Microsoft Dynamics, warehouse systems like Picqer, and invoice sources including email and Basecone. We configure the specific connections during implementation.
No matching agent? Have a custom AI agent built
Your process is unique. We build AI agents tailored to your workflow, integrations and goals. Contact us for a free intake.
Deep dive
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You work directly with Erwin Berkouwer, founder of UnifyAI — no account managers or junior consultants in between.
Erwin has 8+ years of experience in data and AI (banking, retail, e-commerce) and applies the same AI automation internally that he builds for clients. Per project he brings in the right specialist from his network.
Read more about Erwin and the way we workGet started with Purchase Order Matching
Book a free 30-minute intake. We analyse your situation and put together a tailored proposal.