Vendor, PO number, lines, freight, tax. Straight from the PDF.
Reading the request…Demonstration data
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
Step 2
It 3-way matches
PO, receipt, invoice. Every line, not just the total.
Matching 3 documents…Demonstration data
POQty 12
✓
Packing slipQty 12
✓
InvoiceQty 12
MatchedPosted. No AP work.
Step 3
It holds what doesn't match
No receipt or price over tolerance. Sent with all three documents.
Following up…Demonstration data
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
Step 4
It keys the voucher
Only clean invoices, where your rules allow. Reopened to confirm.
Keying the PO…Demonstration data
PO ENTRY PO#: 40512
VENDOR: V-2041
LN PART QTY COST
01 GATE VAL 12 + 40 EA $1,888.00
▌
Green screen
ERP · voucher entry
PO 40512Emailed to supplier
Step 5
It readies the pay run
Checked and queued. Payment release stays with AP.
Checking before pay…Demonstration data
Invoice$1,888.00
Checkpoint
✓Not a duplicate
✓Receipt RCV-7731 on file
✓Prices match PO
✓Freight under $50 rule
Payment run ReadyYou release
The full process
Three-way match: every step
What the agent does, where you decide, and the rules it checks.
I run every blue box.
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
12345
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.
Approvals · 4 waitingDemonstration data
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
Source PDFPO as savedRule result
I stopped here. Everything I read is attached. Your call.
ApproveSend back
The difference
Your team, before and after
Your team today and with the agent
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
Prophet 21
Acumatica
Epicor
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.
Hours back for your team
Your numbers
How many hours can you get back?
Your volume, your times, your labor cost. Estimates, not results.
175staff hours per month returned to buying work
$7,000labor capacity per month
$84,000labor capacity per year
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.
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.
Prophet 21 
Acumatica 
SAP 
Oracle 
NetSuite 
Dynamics 365 
Sage 
QuickBooks 
BILL 
AvidXchange 
Coupa 
Outlook 
Gmail 
Excel 
Acrobat / PDF 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.
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.