Solution
Order & Invoice Processing Automation
Mismatched orders and unmatched invoices don't just cost time, they delay revenue and create errors that are expensive to unwind. We automate matching, approval, and posting, however orders and invoices arrive: email, EDI, a portal, or fax.
Examples, not client case studies
What this can look like
These are illustrative examples, not promises of results. Every project starts with your own workflow.
Order & Invoice Processing Automation
Before
Orders and invoices come in through email, EDI, and a supplier portal. Someone re-types each one into the ERP, checks it against the PO by hand, and chases down mismatches by phone or email.
After
Orders and invoices are pulled in from every channel automatically, matched against open POs, and posted to the ERP when they match closely enough. Mismatches go to a person with the problem already flagged.
Freight invoice audit
Before
Carrier invoices arrive by email. Someone pulls up the matching rate confirmation, checks base rate, fuel, and accessorial charges line by line, and approves or disputes before entering it in accounting.
After
Invoices are matched to the rate confirmation automatically. Charges within tolerance post straight through. Anything over, duplicated, or missing a reference lands in a queue with the exact line highlighted.
Approach
How it works
- 01
Intake
Orders and invoices get pulled in from email, EDI, portals, or fax, no matter the format.
- 02
Match & validate
Each one gets matched against the right PO or contract and checked for quantity, price, and terms.
- 03
Post to your system
Matches that fall within range get posted straight to your ERP or accounting system.
- 04
Exception review
Mismatches go to a person with the exact problem flagged, not a blank invoice to figure out from scratch.
What we need from you
- A sample of real orders and invoices from every channel they arrive through
- Your matching rules and tolerances as they're applied today, including the judgement calls
- Access to the ERP or accounting system, scoped to the objects the workflow needs
- Someone to own the exception queue during rollout
Matching rules
How matching and tolerances work
Matching is deterministic. Reading a messy document is where AI helps. The two are kept separate so you can always see why something posted or didn't.
Two-way and three-way match
Invoice to PO, or invoice to PO to receipt. Quantities, unit prices, and totals are compared against your records, not against the model's reading alone.
Tolerances you set
A small price or quantity variance can post automatically. Anything outside the band you choose goes to a person. The band is written down and easy to change.
Duplicate and missing-reference checks
Same invoice number, same amount, same vendor within a window is held. No PO number, no receipt, or an unknown vendor is routed, not guessed.
Exception queue with context
The person reviewing sees the document, the matched record, and the specific line that failed, so a decision takes seconds instead of a search.
Where this shows up
Signs this is your problem
- Someone manually matching invoices to POs line by line before approval
- Orders re-typed from email or fax into the ERP every day
- A month-end scramble to clear a backlog of unmatched invoices
- Missing PO numbers that need a phone call to track down
- Duplicate invoices caught by accident, or not at all
- Early-payment discounts missed because approval took too long
Scope and cost
What influences the price
Two workflows that sound the same can differ a lot in effort, so we don't quote from a menu. These are the things that move the number. You get a written price and timeline after the free assessment.
- How many channels orders and invoices arrive through, and in what formats
- Volume per month and how many vendors or customers are involved
- Two-way versus three-way matching, and how many tolerance rules apply
- Which ERP or accounting system records post to, and whether it has an API
- How many approval steps sit between a match and a posting
- How much history needs to be loaded to catch duplicates
Often combined with
Related solutions
Where we see this most
Related industries
FAQ
Order & Invoice Processing Automation: common questions
Does this work with EDI?
Yes. EDI documents are structured already, so the work there is matching and exception handling rather than reading. Email, portal, and fax documents are the ones that need extraction first. We build one pipeline that takes all of them.
What about invoices that have no PO?
They're routed, not guessed. The rule for non-PO invoices (which vendors, which amounts, who approves) is written down in the design phase, and anything that doesn't fit lands in the exception queue with a reason.
Which ERP or accounting systems can you post to?
We connect to the system you already run, through its API where one exists or its import format where it doesn't. Access and method are confirmed in the design phase, before anything is built, so there are no surprises about what can and can't be written.
Who decides the tolerances?
You do. We propose bands based on how your team handles variances today, you approve them, and they're written into the plan. Changing them later is an edit, not a rebuild.
Get started
Show us how orders and invoices move through your business today.
Walk us through intake to posting for one order type or vendor, and we'll tell you what's worth automating.
We'll reach out at a time that works for you. No cost, no obligation.
Serving businesses nationwide
We work with businesses in every state.
A few states have their own page with local detail. The list is selective, not a limit on where we work.