Purchase Order System: Invoice Processing & MatchingFeature In Depth

Trusted by a range of clients and businesses

Invoice & Credit Note Matching

Improve payment accuracy by matching supplier invoices and credit notes against the relevant purchase orders and goods receipts before approval. Users can compare what was ordered, what was received, and what has been invoiced or credited. This makes it easier to identify:

Missing or undelivered items
Duplicate charges
Quantity or price differences
Other invoice discrepancies

By checking each stage of the purchasing process against the others, teams can resolve issues before invoices are approved for payment. This helps you:

Reduce manual checking
Improve invoice processing accuracy
Identify discrepancies earlier
Avoid incorrect or duplicate payments
Ensure suppliers are paid the correct amount

Key Feature Tour & Virtual Demo

Take a look at a tour of our key features or watch a complete presenter-led virtual demonstration videos.

Set tolerance levels for invoice variances to provide more flexibility over procurement.

Quantity, Value & Variance Control

Improve invoice control by checking invoiced quantities and values against the original purchase order and recorded goods receipts before approval. Configurable variance tolerances allow you to:

Set acceptable quantity differences
Set acceptable value or price differences
Allow minor discrepancies to proceed
Highlight or prevent invoices that exceed agreed limits

This ensures invoices requiring attention are identified before they progress for payment, while acceptable variances do not create unnecessary delays. This helps you:

Identify over-billing
Spot incorrect quantities or pricing
Reduce unnecessary manual checks
Apply consistent tolerance rules
Give finance teams greater control over what is approved for payment

Invoice Approval Workflows

Ensure invoices receive the right financial authorisation before they are released for payment. Once an invoice has been matched and checked, it can be submitted into an approval workflow where it is:

Directed to the appropriate approver
Passed through additional approval stages where required
Held from payment until the necessary approvals are complete

This gives organisations greater control over when invoices can progress to payment. It also helps you:

Prevent premature or unauthorised payments
Apply financial approval controls consistently
Maintain a clear record of approval decisions
Ensure the right people authorise each invoice

Utilise AI recognition to help speed up invoice approval in our PO system.

AI-Assisted Invoice Processing

Reduce manual invoice entry by using AI-assisted processing to identify and extract key information from supplier invoices. The system can identify details such as:

Supplier name
Invoice number
Invoice date
Line items
Quantities and values

The extracted information is prepared for review before the invoice is matched against the relevant purchase order, allowing users to check the data rather than enter it manually. This helps you:

Speed up invoice processing
Reduce repetitive data entry
Improve consistency and accuracy
Focus finance teams on exceptions and discrepancies
Spend less time processing routine invoice information

Watch our full virtual demo

Watch a complete presenter-led walkthrough of the software, from logging in to managing your everyday purchasing processes.

Watch Our Demo Videos

Follow the full purchasing workflow from creating a purchase order through approvals, budget control, goods receipting, reporting and administration.

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Compare Our Purchase Order Software Packages

Essential PO

A simple, ready-to-use PO system for businesses that need better purchasing control without unnecessary complexity.

From£100/ month

Essential PO Includes:

Purchase Order Management
Basic Approval Workflows
Core Supplier Management
Entry-level Searches & Reports
Single Company Structure

System Delivery Timescale:
1 Business Day (Mon - Fri)

Full PO

A comprehensive PO system for organisations that need greater control over approvals, budgets, suppliers and purchasing.

From£125/ month

Everything in Essential PO plus:

Unlimited Company Structure
Budget Control & Goods Receipting
Configurable Approval Workflows
Supplier Price Lists
Configurable Reporting Suite

System Delivery Timescale:
1 Business Day (Mon - Fri)

PO & Invoice Approval

End-to-end purchasing and invoice approval for organisations that want tighter financial control and streamlined processing.

From£150/ month

Everything in Full PO plus:

Invoice Approval Workflows
Optional AI Invoice processing
Data export for Accounting Packages

System Delivery Timescale:
1 Business Day (Mon - Fri)

Customised & Tailored

A bespoke PO solution developed around your organisation, workflows, integrations and specific business requirements.

From£250/ month

A customised solution:

Customised to your exact business requirements
Tailored approval workflows
Custom integrations with accounting software (API Integration)
An in-depth specification meeting
Custom training videos

	Essential PO	Full PO	PO & Invoice Approval	Customised & Tailored
Companies	1	Unlimited	Unlimited	Unlimited
Multi-currency support	Not included	Included	Included	Included
Purchase Order Management
Create & manage purchase orders	Included	Included	Included	Included
Supporting document attachments	Included	Included	Included	Included
Budget & accounting code allocation	Not included	Optional	Optional	Optional
Automatic approved PO emails	Included	Included	Included	Included
Complete purchase order audit trail	Included	Included	Included	Included
Bulk purchase order line imports	Not included	Included	Included	Included
Approval Workflows
Purchase order approval workflows	Basic	Configurable	Configurable	Tailored
Invoice approval workflows	Not included	Not included	Configurable	Tailored
Value based approval limits & rules	Not included	Included	Included	Included
Supplier based approval limits & rules	Not included	Included	Included	Included
Shared approval workflow groups	Not included	Included	Included	Included
Out-of-office task reassignment	Not included	Included	Included	Included
Budget Control & Spend Visibility
Budget enforcement control	Not included	Included	Included	Included
Company, department & project budgets	Not included	Included	Included	Included
Monthly budget allocation	Not included	Not included	Not included	Included
Bulk import budgets	Not included	Included	Included	Included
Budget expiry & status management	Not included	Included	Included	Included
Goods & Service Receipting
Full & partial goods receipting	Not included	Included	Included	Included
Receipt goods against individual PO lines	Not included	Included	Included	Included
Upload & retain supplier delivery notes	Not included	Included	Included	Included
Generate internal GRN's	Not included	Included	Included	Included
Goods receipt history & audit trail	Not included	Included	Included	Included
Outstanding goods & services dashboard	Not included	Included	Included	Tailored
Supplier Management
Central supplier management	Included	Included	Included	Included
Multiple contacts per supplier	Included	Included	Included	Included
Supplier price-list imports	Not included	Included	Included	Included
Supplier performance ratings	Not included	Included	Included	Included
Supplier document management	Not included	Optional	Optional	Tailored to requirements
Invoice Processing & Matching
Invoice & credit note matching	Not included	Not included	Included	Included
Quantity, value & variance control	Not included	Not included	Configurable	Tailored configuration
Invoice approval workflows	Not included	Not included	Included	Tailored configuration
AI-assisted invoice processing	Not included	Not included	Optional additional service	Optional additional service
Reporting & Integrations
Reporting suite	Standard	Configurable	Configurable	Tailored
Custom searches & filters	Included	Included	Included	Included
CSV, Excel & PDF exports	Included	Included	Included	Included
Accounts software data exports	Not included	Not included	Included	Tailored
Automated API integrations	Not included	Not included	Optional additional service	Tailored
Administration, Configuration & Control
Full system admin control	Included	Included	Included	Included
Manage companies, branches & departments	Single company structure	Unlimited structures	Unlimited structures	Tailored structures
Create & manage user groups	Not included	Included	Included	Included
Visualise & test PO approval workflows	Not included	Included	Included	Included
Configure system-wide settings	Included	Included	Included	Included
Full documentation & UK-based support	Included	Included	Included	Included

	From£100/ month	From£125/ month	From£150/ month	From£250/ month

Package features can be configured around your agreed requirements. Optional modules, integrations, AI-assisted invoice processing & tailored development may involve additional setup or ongoing charges. Training, documentation & UK-based support are available with every package.

Not sure which purchase order software package is right for your organisation?

Book a free online demonstration & we will discuss your users, approval workflows, budgets, supplier processes, reporting & integration requirements.

Key Feature Tour & Virtual Demo

Take a look at a tour of our key features or watch a complete presenter-led virtual demonstration videos.

Get your personalised Purchase Order Software quote or book a free system consultation

Please contact me to set up an initial discussion of our requirements / book a free online demonstration