Small shops and retailers
Compare a quick handwritten or typed order list with what the wholesaler says was supplied.
Procurement File Tools
Purchase List Matcher Online Free
Photograph, paste or upload two informal purchase lists and find missing, short, extra and unexpected items even when rows are in a different order.
Built for informal shop/supplier lists. Row order does not matter. Hindi, English and common Hinglish grocery names can be matched. OCR and fuzzy matches must be reviewed before acting.
What I ordered
Paste a list or take/upload a photo. One item per line works best.
Supplier / received list
Paste a list or take/upload a photo. One item per line works best.
2
matched
1
short
1
extra
0
missing
1
unexpected
0
review
Comparison result
Units omitted on one side are inferred from the matching side and should be verified.
| Item | Ordered | Supplier | Result | Difference | Match |
|---|---|---|---|---|---|
| चीनी | 10 | 10 kg | Matched | 0 kg | 100% |
| चाय | 5 kg | 4 kg | Short 1 kg | 1 kg | 100% |
| साबुन | 20 pcs | 25 pcs | Extra 5 pcs | 5 pcs | 100% |
| नमक | 5 | 5 kg | Matched | 0 kg | 100% |
| हल्दी | — | 2 kg | Unexpected item | — | — |
Safe matching rules: 10 and 10 kg can match with the unit inferred; 10 kg and 10,000 g normalize to the same quantity; kg and pieces never auto-convert; cartons/packs are not converted to pieces unless a known pack size exists. Uncertain names are sent to review instead of forced.
Business context
The business problem this tool helps solve
Informal purchase lists are often handwritten, photographed or typed without SKUs, fixed row order or consistent units. A supplier may return the same items in a different sequence, language or spelling, making manual line-by-line checking slow and error-prone.
What can happen when the issue is ignored
- • Short deliveries missed during receiving
- • Extra or unordered goods accepted by mistake
- • Quantity differences hidden by kg/g or litre/ml formatting
- • Manual checking time for small shops and restaurants
Who should use this tool?
This guidance is designed for people who need to use purchase list matcher results in a real approval, planning or operational workflow.
Restaurants and cafés
Check informal ingredient and packaging orders before accepting a delivery.
Wholesalers and receiving staff
Review shortages, extras and uncertain item matches without requiring a formal PO format.
Input guide
Prepare the inputs before calculation
| Column | Purpose | Example |
|---|---|---|
| Item * | Product name as written on either list; row position does not need to match. | चाय / Tea |
| Quantity * | Requested or supplied amount. A missing unit can be inferred only from the matched side and should be verified. | 5 |
| Unit | Optional unit such as kg, g, litre, ml, pcs, pack or carton. | kg |
Mapping note: Review OCR text before comparison. Hindi/English/Hinglish aliases and fuzzy spelling can help align names, but uncertain matches should be confirmed manually. Physical units such as kg/g and litre/ml can be converted; packaging units need a known pack size.
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
Capture both lists
Paste text or take/upload clear photos of the order and supplier lists.
- STEP 2
Correct extraction
Review item names, quantities and units, especially handwritten or low-confidence OCR.
- STEP 3
Match and normalise
Align items regardless of sequence and normalise compatible quantities and units.
- STEP 4
Resolve differences
Review short, extra, missing, unexpected and uncertain lines, then download the comparison.
Decision support
Recommended next actions
These actions are practical review priorities. Apply your organisation's approval limits, tolerance rules and contractual requirements.
- 1
Immediate
Review shortages and missing items
Confirm short or missing lines against the physical delivery before accepting the supplier list.
- 2
Next
Verify inferred units and fuzzy matches
A quantity can match when one side omits the unit, but the inferred unit and cross-language item match still need human confirmation.
- 3
Monitor
Keep the discrepancy report
Download the result when you need a simple record for supplier follow-up or repeat ordering.
Practical review tips
- • Photograph each list in good light and keep the page flat.
- • Correct OCR quantities before comparing.
- • Match by item identity rather than row number.
- • Treat inferred units as a review aid, not a fact.
Common mistakes
- • Comparing row 1 only with row 1.
- • Assuming every number without a unit means kilograms.
- • Converting cartons or packs to pieces without a known pack size.
- • Accepting a low-confidence OCR or fuzzy match without review.
Good control practices
- • Check the physical goods when a shortage or extra is reported.
- • Keep incompatible units in review instead of forcing a conversion.
- • Use consistent item names over time when possible.
- • Retain the original photos until discrepancies are resolved.
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.
Grocery shop
The shop list says चाय 5 kg while the supplier list shows Tea 4kg on a different row.
Expected outcome: The item names are aligned across languages and the result is shown as Short 1 kg.
Restaurant
The order says Tomatoes 10 while the supplier list says Tomatoes 10 kg.
Expected outcome: The quantity can match with kg inferred, but the inferred unit is flagged for verification.
Convenience store
Soap 20 pcs is ordered and Soap 25 pcs appears later on the supplier list.
Expected outcome: The tool reports Extra 5 pcs even though the row positions differ.
What problem does this solve?
Designed for small shops, restaurants and informal purchasing where an order may be handwritten and a supplier list may use different row order, spelling, language or units. Review OCR and fuzzy matches before accepting the result.
How to use it
- Paste each list or take/upload a photo.
- Review the OCR text and correct handwriting or quantity mistakes.
- Compare items by normalized name rather than row position; quantities and compatible units are normalized.
- Review uncertain matches, shortages, over-supply, missing and unexpected items, then download CSV.
Related procurement solutions
Frequently asked questions
Do both lists need the same row order?
No. Items are matched by normalized item name and fuzzy similarity, not row number.
Can it compare Hindi and English names?
V1 includes Hindi OCR plus a conservative dictionary for common Hindi/Hinglish grocery terms. Uncertain translations or OCR readings are marked for review rather than silently accepted.
What if one list says 10 and the other says 10 kg?
The quantity can match with kg inferred from the other side. The result should still be verified because the first list did not explicitly state a unit.
Are kg and grams converted?
Yes. Compatible physical units such as kg/g and litre/ml are normalized. Packaging units such as carton, pack and pieces are not converted without a known pack size.