Accounts payable
Review invoices before approval or payment release.
Procurement File Tools
PO vs Invoice Matcher Online Free
Reconcile a purchase order against a supplier invoice and isolate the exceptions that need accounts-payable or buyer review before payment.
Reconcile purchase order against supplier invoice
Extract PO and supplier-invoice line items from PDF, image, CSV or Excel, correct OCR results when needed, then detect commercial exceptions before payment approval.
1. Purchase order (PO)
PO document: PDF, image, CSV or Excel · drag/drop or browse
2. Supplier invoice
Supplier invoice: PDF, image, CSV or Excel · drag/drop or browse
PO items (0)
Set units per pack and a common base unit when suppliers use cases, boxes, or packs.
| Item code | Supplier code | Barcode | Description | Document qty | Document unit | Units / pack | Base unit | Unit price | Base quantity | Action |
|---|---|---|---|---|---|---|---|---|---|---|
| Upload a file or add a row manually. | ||||||||||
Invoice items (0)
Set units per pack and a common base unit when suppliers use cases, boxes, or packs.
| Item code | Supplier code | Barcode | Description | Document qty | Document unit | Units / pack | Base unit | Unit price | Base quantity | Action |
|---|---|---|---|---|---|---|---|---|---|---|
| Upload a file or add a row manually. | ||||||||||
Business context
The business problem this tool helps solve
A PO and invoice can appear to match while still containing quantity, unit-price, tax, freight or line-reference differences. This analysis creates a structured exception list so payment reviewers can concentrate on discrepancies instead of manually comparing entire files.
What can happen when the issue is ignored
- • Payment above the authorised PO value
- • Unrecorded partial deliveries
- • Price or quantity disputes
- • Weak three-way-match control
Who should use this tool?
This guidance is designed for people who need to use po vs invoice matcher results in a real approval, planning or operational workflow.
Procurement teams
Confirm invoice values against purchase orders and agreed prices.
Finance controllers
Strengthen payment controls and investigate material exceptions.
Input guide
Prepare the file before analysis
.csv.xlsx.xls
| Column | Purpose | Example |
|---|---|---|
| PO Number * | Purchase-order reference shared by the PO and invoice. | PO-10632 |
| Item / Line * | Item code or line reference used for matching. | RM-104 |
| PO Quantity * | Quantity authorised on the purchase order. | 500 |
| Invoice Quantity * | Quantity billed by the supplier. | 520 |
| PO Unit Price * | Authorised unit price. | 18.50 |
| Invoice Unit Price * | Price shown on the invoice. | 19.10 |
Mapping note: Use consistent dates, currencies, units and definitions. A correct calculation based on inconsistent inputs can still lead to a poor decision.
The sample contains fictional business data and is intended only to demonstrate the expected structure. Replace it with your own verified records before making a decision.
From raw data to a business decision
Use the analysis as a controlled decision-support step: prepare reliable data, review the exceptions, verify the cause and document the action taken.
- STEP 1
Load records
Import PO and invoice lines with consistent references.
- STEP 2
Map columns
Confirm item, quantity, price and document identifiers.
- STEP 3
Review exceptions
Prioritise differences above approved tolerances.
- STEP 4
Resolve
Approve, amend, credit or hold each exception with evidence.
Decision support
Recommended next actions
These actions are practical review priorities. Apply your organisation's approval limits, tolerance rules and contractual requirements.
- 1
Immediate
Hold unsupported exceptions
Pause payment where invoiced quantity or price exceeds the approved PO and no authorised change exists.
- 2
Next
Separate timing from error
Check goods receipts, back orders, credit notes and approved amendments before classifying a mismatch.
- 3
Monitor
Analyse repeat exceptions
Track mismatch reasons by supplier and buyer to improve PO quality and supplier billing.
Practical review tips
- • Match at line level where possible.
- • Use the same unit of measure.
- • Define separate price and quantity tolerances.
Common mistakes
- • Matching only on PO number.
- • Ignoring cancelled or amended lines.
- • Treating missing receipt as a pricing error.
Good control practices
- • Retain the exception report with approval.
- • Require authorised PO amendments.
- • Review frequent supplier mismatches monthly.
Practical examples
How teams use this analysis
The same result can require a different response depending on product criticality, shelf life, contract terms, service impact and available alternatives.
Manufacturing
An invoice uses a new price before the PO amendment is approved.
Expected outcome: The price variance is held and routed to the buyer.
Retail
The supplier bills a full order although one carton was not received.
Expected outcome: The quantity difference is confirmed against the receipt and payment is adjusted.
What problem does this solve?
This is a commercial reconciliation workflow. It compares what was ordered with what the supplier billed, while keeping OCR/extraction uncertainty separate from genuine quantity, price, item and unit-of-measure exceptions.
How to use it
- Upload the purchase order and supplier invoice as PDF, image, CSV or Excel.
- Review and correct the extracted line items, especially any OCR-derived values.
- Set quantity and price tolerances, then review matched lines and commercial exceptions.
- Resolve or annotate exceptions and download the reconciliation report for approval or audit.
Related procurement solutions
Frequently asked questions
Can I compare a PDF purchase order with an image invoice?
Yes. Either side can use PDF, supported images, CSV or Excel. Text PDFs are read directly where possible and scanned documents can use browser OCR.
What mismatches does this tool look for?
It can flag missing or extra lines, quantity differences, price differences, unit differences and low-confidence matches. Review taxes, freight and other header-level charges against the original documents when they are not represented as line items.
Does an OCR warning mean the supplier invoice is wrong?
No. OCR confidence describes how reliably the document was read. Correct extracted values first; only then should reconciliation exceptions be treated as purchasing or invoicing discrepancies.
Can I download the reconciliation result?
Yes. Use the available report exports to retain matched lines, exceptions, review decisions and financial variance for follow-up or audit.