Accounts payable
Review invoices before approval or payment release.
Invoice Intelligence Suite
Three-Way Match Analyzer Online Free
Reconcile the purchase order, goods receipt and supplier invoice before payment, using either the three actual documents or a consolidated ERP export.
Recommended: upload the actual PO, goods receipt/GRN/delivery document and supplier invoice.
PO → Goods Receipt → Supplier Invoice
Each side can be PDF, image, CSV or Excel. Text PDFs are parsed first; scanned PDFs and images use browser OCR. Review the editable extracted rows before treating any difference as a supplier or receiving exception.
1. Purchase Order
PDF, image, CSV or Excel
2. Goods Receipt / GRN / Delivery
PDF, image, CSV or Excel
3. Supplier Invoice
PDF, image, CSV or Excel
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. | ||||||||||
Received 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. | ||||||||||
Load all three documents to generate the three-way reconciliation result.
Business context
The business problem this tool helps solve
Three-way matching compares what was ordered, what was received and what was invoiced. Quantity and price differences should be investigated before payment because they may reflect timing, damage, unit conversion, contract changes or billing error.
What can happen when the issue is ignored
- • Payment for unreceived goods
- • Invoice price exceeds the agreed PO
- • Partial receipts treated as complete
- • Approved tolerance not applied consistently
Who should use this tool?
This guidance is designed for people who need to use three-way match analyzer 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 inputs before calculation
| Column | Purpose | Example |
|---|---|---|
| PO / Invoice / Item * | References used to identify the transaction line. | PO-10632 / INV-4812 / RM-104 |
| PO Quantity * | Quantity ordered. | 100 |
| Received Quantity * | Accepted receipt quantity. | 96 |
| Invoice Quantity * | Quantity billed by the supplier. | 100 |
| PO and Invoice Unit Price * | Agreed and billed unit values. | 18.50 / 19.00 |
Mapping note: Use consistent dates, currencies, units and definitions. A correct calculation based on inconsistent inputs can still lead to a poor 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
Prepare
Clean the source data and confirm the required fields and reporting period.
- STEP 2
Analyse
Run the tool and prioritise the most important three-way match results.
- STEP 3
Investigate
Validate the cause with contracts, transactions and operational evidence.
- STEP 4
Act and review
Assign actions, export the report and measure improvement in the next cycle.
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 the material three-way match exceptions
Start with records that have the greatest financial, service or operational effect. Confirm the source data before taking action.
- 2
Next
Identify the business cause
Separate genuine performance or demand movement from data quality, timing, unit, currency and process issues.
- 3
Monitor
Create a repeatable review
Run the analysis on a consistent schedule, record decisions and compare whether corrective actions improve the next period.
Practical review tips
- • Use one reporting period and consistent definitions.
- • Review high-value exceptions before low-value noise.
- • Keep operational context with the analysis.
Common mistakes
- • Using incomplete or stale records.
- • Mixing units, currencies or reporting periods.
- • Taking action without checking the underlying transaction.
Good control practices
- • Define thresholds before reviewing results.
- • Assign each action to an owner and due date.
- • Retain the exported report with management decisions.
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 bills the full order while only a partial receipt is accepted.
Expected outcome: The line is held until the remaining goods arrive or the supplier corrects the invoice.
Retail
A small unit-price difference is within the authorised tolerance.
Expected outcome: The reviewer records the match evidence and continues approval.
About this invoice intelligence tool
Three-way matching verifies three separate business facts: what was authorised on the PO, what was actually received, and what the supplier billed. The result isolates quantity, receipt, item and price exceptions for accounts-payable and procurement review.
How to use it
- Choose Three Documents for PO + GRN/Delivery + Invoice, or Consolidated File for an ERP export.
- Upload or drag the source files and review the extracted editable rows.
- Set quantity, price and description-match tolerances.
- Review Hold/Review exceptions and correct any OCR extraction issue first.
- Download the reconciliation workbook and retain the review evidence.
Related Invoice Intelligence Tools
Frequently asked questions
Can I upload three separate documents?
Yes. The recommended mode accepts a purchase order, goods receipt/GRN/delivery document and supplier invoice separately. Each side can use PDF, supported images, CSV or Excel.
Can I still use one ERP export?
Yes. Switch to Consolidated File mode to keep the existing CSV/Excel workflow where PO, receipt and invoice fields already exist in one row-level export.
Does it support scanned PDFs and images?
Yes. Text PDFs are parsed first where possible and scanned PDFs/images can use browser OCR. Always review and correct extracted rows before relying on the reconciliation result.
What does three-way matching check?
It checks whether ordered quantities were received, whether invoiced quantities are supported by receipts, whether invoice prices agree with the PO, and whether unmatched items exist on any document.
Can I download the result?
Yes. Three-document mode exports an Excel workbook with Summary, Exceptions, All Lines and Extraction Warnings sheets.