Wholesale · Finance & admin

The deviation gets checked, not every invoice.

AI invoice matching checks every incoming invoice line by line against the purchase order and goods receipt. Your accounting team reviews the deviations.

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Match RE-2026-88123Kessler Armaturen
  1. Line 1 quantityInvoice 120, receipt 110deviation
  2. Freight €45.00free delivery agreednot agreed
  3. Line 2 price€17.20 as orderedmatches
Goods receiptPhoto from the warehouse
Photo from goods receipt: a delivery note with handwritten quantities on a clipboard resting on a cardboard boxCounted quantitiesLS 4471 · line 1: 110 pcs
WE-26-4471 for EK-26-0815read 96%

Where time goes today.

  1. 96%

    of German companies receive invoices by email

    And 93 percent by post as well. Whoever checks invoices works with PDF, paper and e-invoices side by side.

    Bitkom press release, 3 December 2024 (German)

  2. The deviation hides in the detail

    Partial delivery, changed price, freight charge, wrong discount. Finding it means laying invoice, purchase order and goods receipt side by side, line by line.

  3. The goods receipt is on paper

    The counted quantity is on the delivery note in the warehouse. By the time it reaches accounting, the invoice has waited a week and the early payment discount runs out.

One case, step by step.

Invoice inboxAccounting
  • Kessler Armaturen08:02Invoice RE-2026-88123for EK-26-0815, 2 linesZUGFeRD
  • Rohrwerk Sauerland08:17Invoice 2026-1194for EK-26-0790, 14 linesXRechnung
  • Spedition Haas08:40Freight invoice Septemberno purchase orderPDF

Invoices arrive in every format.

XRechnung, ZUGFeRD, PDF or scanned paper. The AI reads supplier, order number, lines, freight, discounts and payment terms.

Your team decides

Which inboxes and suppliers are connected.

Goods receiptDelivery note LS 4471
Photo from goods receipt: a delivery note with handwritten quantities on a clipboard resting on a cardboard boxCounted quantitiesLS 4471 · line 1: 110 pcs
WE-26-4471 for EK-26-0815read 96%

The delivery note from the warehouse is read too.

If the goods receipt is not fully posted in the ERP, the AI reads the photo or scan of the delivery note with the counted quantities and links it to the purchase order.

Your team decides

Whether the goods receipt is confirmed in the warehouse or in accounting.

Match RE-2026-88123EK-26-0815
  1. Line 1 quantityInvoice 120, receipt 110deviation
  2. Line 1 price€11.80 as orderedmatches
  3. Line 240 pieces at €17.20matches
  4. Freight €45.00Order: free deliverynot agreed

Difference €163.00 net

Invoice, purchase order and goods receipt, line by line.

Quantity against counted quantity, price against order and contract, freight and discount against the terms. What fits is green. What does not stands next to it with the evidence.

Your team decides

Which tolerances apply, for example for rounding or small amounts.

Query RE-2026-88123Kessler Armaturen
Purchase orderEK-26-0815
Goods receiptWE-26-4471
Line 110 pieces invoiced, not delivered
FreightFree delivery agreed
Discount until9 Oct 2026
Send for approval

Posting or query is ready.

If everything fits, the posting proposal is ready with the discount deadline. For deviations the AI drafts the query to the supplier or suggests requesting a credit note.

Your team decides

Whether to post, short-pay or query the supplier.

What it delivers and what it connects to.

Works with the systems you already use

Who does what.

What the AI takes on

  • Reads invoices in every format
  • Reads delivery notes from goods receipt
  • Matches quantity, price, freight and discount
  • Prepares posting or query

What your team decides · Accounting

  • Sets tolerances and approval limits
  • Decides on deviations
  • Settles with the supplier
  • Approves posting and payment

What the AI takes on

  • Shows price deviations against order and contract, with the document
  • Drafts the query to the supplier
  • Suggests a credit note request where amounts differ

What your team decides · Purchasing

  • Settles price and quantity deviations with the supplier
  • Decides on a credit note or a follow-up delivery
  • Keeps contracts and terms current in the ERP

Who it fits.

A good fit if

  • Many invoices relate to a purchase order
  • Orders and goods receipts are in the ERP or on delivery notes in the warehouse
  • Deviations in quantity, price or freight happen regularly
  • Invoices arrive by email, as e-invoices or on paper

Less of a fit if

  • Most invoices have no purchase order, such as rent or services
  • Only a few invoices come in each month
  • Purchase orders are not recorded in the ERP

What it costs

Fixed prices, clear steps.

You know up front what each step costs and what it delivers.

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All prices net. Operation afterwards is from 20% of the project price a year, cancellable monthly. The code and the data are yours.

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Further reading

All posts
Feeding ChatGPT your own data? What a knowledge system does differentlyKnowledge systemsTiemo Timtschenko

Frequent questions

Common questions about it.

The questions that almost always come up about this use case.

Does the AI post invoices on its own?

The default is a posting proposal that accounting approves. For invoices where everything fits you can set automatic posting up to an amount. You set that limit.

Do we still need this once all invoices arrive as e-invoices?

Yes. The e-invoice makes reading easier, but it does not check whether quantity, price and freight match purchase order and goods receipt. That matching is what the AI does.

What about invoices without a purchase order, such as freight or services?

The AI assigns them by supplier, cost centre and earlier postings and suggests account assignment and approver. Approval follows your existing approval route.

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