Compare the purchase order, goods receipt, and invoice line by line, apply your price and quantity tolerances, and see exactly how much of the invoice is safe to approve.
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Verdict
Hold for review
2 exceptions, 0 warnings
Invoice total
$11,900.00
Safe to approve
$11,120.00
Received, ordered, and at PO price
Hold / dispute
$780.00
Ask for a credit note or corrected invoice
Overbilling rarely looks dramatic. It is five docks billed when twenty-five arrived, or a unit price that crept up 5% since the PO was raised. On a single invoice it is easy to miss; across a year of supplier invoices it adds up to real money.
A 3-way match catches both by checking what was ordered, what was received, and what was billed before payment. Suppliers can run the same check before sending an invoice, since a mismatch is the most common reason an invoice sits unpaid in a client’s AP queue.
An accounts payable control that compares three documents before an invoice is paid: the purchase order (what was ordered and at what price), the goods receipt (what actually arrived), and the supplier invoice (what is being billed). The invoice is approved only if all three agree within tolerance.
2-way matching compares only the PO and the invoice, which is common for services. 3-way matching adds the goods receipt, so you never pay for items that were ordered and billed but not delivered.
Many AP teams allow a small price variance, often 0-5% or a fixed amount, to absorb rounding, freight, or exchange rate differences. Quantity tolerance is usually zero for discrete items. Anything outside tolerance goes to exception review.
It is put on hold and routed to the buyer or the supplier. Usual fixes are a credit note for the difference, a corrected invoice, or a receipt update if goods arrived after the receipt was recorded.
Your invoice is paid only when it passes the client’s match. Checking your own invoice against their PO and what they signed for before you send it is the fastest way to avoid a rejected invoice and a 30-day delay.
Have the PO and invoice as PDFs? The AI PO vs Invoice Check reads both documents and flags mismatches for you.
Upload a PO and invoice