An AI receipt matching agent lines up each receipt with the PO line it fulfils and with any invoice that bills for it.
Gathers PO, receipt and delivery records for an order.
Checks item, quantity and unit across the documents.
Lists lines received but not ordered, or ordered but not received.
A person resolves each mismatch.
Clean lines are marked ready for invoice matching.
It checks quantity, unit and item, and shows the received, ordered and invoiced amounts side by side.
It marks each line as matched, short, over or unreceived, and sends the exceptions to the right person with the reason.
Receipts, POs and invoices come from different people at different times, so matching often stalls on one missing or mismatched record.
The invoice may precede the receipt.
Receipt lines rarely mirror PO or invoice wording.
Matching has to track running totals.
Adjustments are recorded in free text.
AP waits on receiving, and receiving waits on a prompt.
Pulls the PO lines, receipts to date and the invoice lines for the same order.
Pairs lines using item references, descriptions and quantities, and notes uncertain pairings.
Computes ordered, received and invoiced totals per line and identifies differences.
Marks lines as matched, partly received, over received, invoiced before receipt or unreceived.
Sends each exception to the person who can fix it, with the numbers and the likely reason.
Bring a small sample and watch Flo work through it.
| Aspect | By hand | With the agent |
|---|---|---|
| Comparison | Staff lay PO and receipt side by side and compare by eye. | Every line is compared on item, quantity and unit. |
| Scope | Only problem orders get looked at, and late. | Each receipt is checked when it is posted. |
| Description drift | Different item wording hides real matches. | Equivalent descriptions are linked and shown for confirmation. |
| Partial receipts | Running totals are kept in notes. | Received to date is shown per line. |
| Hand-off | AP finds receipt problems at invoice time. | AP sees which lines are clean before the invoice arrives. |
| If | Then | Who decides |
|---|---|---|
| Receipt lines equal ordered lines | Marks the receipt matched | Visible to AP and buyer |
| Received quantity is below ordered | Marks the line partly received and keeps it open | Buyer |
| Received quantity is above ordered | Flags over-receipt for a decision | Buyer and receiver |
| Item descriptions differ but part numbers agree | Proposes the match and shows the evidence | Receiver confirms |
| Receipt references an item absent from the PO | Lists it as unmatched | Buyer |
| Receipt is posted against the wrong PO | Suggests the likely correct order | Receiver |
The agent shows the ordered and delivered items side by side without matching them. The buyer decides whether to accept the swap.
The agent states the conversion it assumes and flags it. The receiver confirms the real count.
The agent notes the delay and matches as normal. AP is told the date gap in case of invoice timing questions.
Lines are matched order by order and shown together. The receiver corrects any wrong allocation.
Talk it through with the team. We will map it to your steps and show where a person stays in control.
Compare PO and receipts for a single category and review each result.
Allow suggested matches on wording once part numbers are reliable.
Share line status so invoice work starts clean.
Group causes and fix the common ones at source.
A low rate shows where records disagree. Break it down by supplier, receiving site and cause.
Quick answers to what people ask most about receipt matching.
Book a demoIt is comparing what was received with what was ordered and what was billed, so you can confirm that an invoice reflects real delivery before it is approved for payment.
It is one side of it. Three-way matching compares PO, receipt and invoice, and receipt matching covers the check between received quantities and the other two.
The agent labels the line as unreceived and asks the receiving contact to check. AP can then hold the invoice according to your process.
It reports that lines match. Approval and payment stay with the people and workflows your policy names.
What is a service receipt?
→What is a receiving discrepancy?
→What is a goods receipt?
→What is backorder management?
→Bring a small sample of real items. We will show what Flo handles on its own and where it hands over to your team.
