Match
Each line gets its own verdict.
Rebar billed 4.8% over the PO is a mismatch. At 1.1% over, it's a warning for the reviewer.
Pay what you agreed, for what arrived.
Every invoice line is checked against its purchase order and what your site accepted, before anyone approves it.
- 01Purchase order
What you agreed: 48 CY of 4,000 psi concrete at 165.00.
- 02Delivery
What the site accepted: 42 CY.
- 03Invoice
What the supplier billed: 48 CY.
Billed 48 CY, accepted 42: the line is flagged before anyone approves it. The pump line matches.
Checked line by line, before approval.
Tolerance
Where a line stops matching.
- off the PO unit price
- 2%
- off the quantity accepted on site
- 5%
Past either limit, the line is a mismatch. So are mixed units; nothing is converted. Both limits are defaults you can change in your company settings.
Capture
One address for every invoice.
Suppliers email PDFs and photos to one address. You pick the PO for each bill (it's linked automatically when automatic reading is available), and a repeated invoice number is stopped.
Approve
One checks, another approves.
Invoices are verified before approval. Apart from the account owner, whoever entered one can't approve it, and each approver can be given an amount limit.
Exports approved bills and vendors to QuickBooks Online as CSV. No live sync. Native bill import needs QuickBooks Online Advanced; on Simple Start, Essentials or Plus, use a CSV importer app or enter bills by hand. Record bill payments in QuickBooks.
Month end is when short deliveries get paid.
Now the check runs when the invoice arrives, not at month end.
Stop paying for what never arrived.
Give suppliers your invoice address and start matching this month.