Three way match software for every invoice
A supplier invoice should be paid only when it matches what you ordered and what you received. Procurer compares every invoice line with the purchase order line and the receipt, applies your tolerance rules, and either clears the invoice for payment or holds it with the exact reason. Three-way matching and invoice capture by email inbox are included from the Business plan.
What three-way matching compares
The three documents answer three different questions. The purchase order says what you agreed to buy and at what price. The receipt says what actually arrived. The invoice says what the supplier wants to be paid. Procurer lines them up for every invoice line:
- Quantity: invoiced quantity against received quantity, not ordered quantity, so you never pay for goods that did not arrive.
- Unit price: invoiced price against the PO price, within your price tolerance.
- Total: the line and invoice totals, including tax and freight, against the PO.
- Supplier and PO number: the invoice has to belong to an open PO from the same supplier.
- Duplicates: an invoice number already recorded for the supplier is flagged before it is matched again.
A three way match, worked through
A facilities team orders 50 office chairs at 220 USD each on PO-2026-0412, 11 000 USD in total. The first delivery brings 40 chairs, and the receiver records 40 in Procurer. The supplier then emails an invoice for 50 chairs at 226 USD each, 11 300 USD.
| Line | Ordered | Received | Invoiced | Result |
|---|---|---|---|---|
| Quantity | 50 | 40 | 50 | Held: 10 chairs invoiced but not received |
| Unit price | 220 USD | 226 USD | Price variance 2.7 percent, above a 2 percent tolerance | |
| Total | 11 000 USD | 8 800 USD received | 11 300 USD | Held for review |
- Quantity
- Ordered50Received40Invoiced50ResultHeld: 10 chairs invoiced but not received
- Unit price
- Ordered220 USDInvoiced226 USDResultPrice variance 2.7 percent, above a 2 percent tolerance
- Total
- Ordered11 000 USDReceived8 800 USD receivedInvoiced11 300 USDResultHeld for review
Accounts payable sees the held invoice with both reasons on one line. They can ask the supplier for a corrected invoice for 40 chairs at 220 USD, accept the price change with a note (which requires finance approval if the rule says so), or wait for the second delivery. When the remaining 10 chairs arrive and a correct invoice comes in, the match clears and the bill is ready to sync to accounting. The step by step logic is explained in our guide to the three way match.
Tolerance rules that fit real invoices
Invoices are rarely exact to the cent. Freight gets added, prices round differently, a supplier ships 102 units of cable when you ordered 100. Tolerance rules decide what passes without a person looking at it.
- Price tolerance as a percentage, an amount, or both (for example 2 percent or 50 USD, whichever is lower).
- Quantity tolerance per category, so bulk materials can allow a small over-delivery and hardware cannot.
- Separate rules for freight and tax lines.
- Anything outside tolerance is held with the reason, assigned to an owner and visible in the queue until resolved.
Tight rules catch more, loose rules clear more. Most finance teams start strict and loosen the rules for categories where small variances are normal.
Invoices by email, read and matched
From Business, each company gets an invoice inbox address. Suppliers or your accounts payable team send invoices there as PDF, the invoice lines are read, the PO number is found, and the match runs automatically. Nobody types invoice lines by hand. On Scale, suppliers can also upload invoices directly against the PO in the supplier portal. Matched invoices sync as bills with supplier, lines and GL coding to QuickBooks Online or Xero, and on Scale also to NetSuite or Sage Intacct. See procurement software integrations.
When a two-way match is enough
Not every purchase has a delivery to receive. Subscriptions, consulting days and utilities are often matched two ways: invoice against PO. Procurer lets you set the match type per category or per PO, so services clear on a two-way match while goods always need a receipt. Receiving for services can still be used when a manager should confirm the work was done before payment. The difference between the documents is covered in purchase order vs invoice.
What is three way match software?
It is software that compares each supplier invoice with the purchase order and the goods receipt before the invoice is approved for payment. It pays what was ordered and received, at the agreed price, and holds everything else for review.
Which plan includes three-way matching?
Three-way matching with tolerance rules and invoice capture by email inbox are included from Business, at 299 USD per month or 249 USD per month billed yearly, and in Scale and Enterprise. Team includes receiving against the PO, but not automatic matching.
How are partial deliveries handled?
Each receipt is recorded against the PO lines. An invoice is matched against what has been received so far, so an invoice for the full order after a partial delivery is held until the rest arrives or the supplier corrects it.
Can we match services without a receipt?
Yes. Set a two-way match (invoice against PO) for categories such as subscriptions or consulting, and keep three-way matching for goods.
What happens to a held invoice?
It stays in the review queue with the reason, such as a price variance or a quantity not received, and an owner. It can be resolved by a corrected invoice, a new receipt, or an approved override that is recorded in the audit log.
Pay only what matches
Create your account and let every invoice pass through the PO and the receipt before it reaches payment.