Invoice-PO Reconciliation

THE MATCHING ENGINE

Invoice-PO Reconciliation that checks what was actually delivered

Most tools stop at "does the invoice match the PO." Aviara Connect goes two steps: the invoice against the purchase order, then the billing against the goods actually received. Overbilling, duplicates, and billed-but-not-delivered are caught before approval, and everything syncs back to your ERP without migration.

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See how matching works

Three documents, One Truth

The three-way match, explained in one line

An invoice is only safe to pay when three documents agree: what you ordered, what you were billed, and what you received.

DOCUMENT 1

Purchase Order

What you agreed to buy, at what price and quantity.

Matches?

DOCUMENT 2

Invoice

What the vendor claims you owe.

Delivered?

DOCUMENT 3

Goods Receipt

What actually arrived, in what quantity.

How the Engine Works

Multi-stage matching, built for messy reality

Real invoices do not arrive clean. Descriptions differ between documents, one invoice covers several POs, and deliveries arrive in parts. The engine is staged to resolve the easy matches instantly and put human judgment only where it is needed.

Direct Match

Invoice lines are matched to PO lines on the hard identifiers first: PO number, item, quantity, and unit price. Clean lines clear immediately with no human touch.

Line-level, not header-level

Instant clearance

2 Aviara AI Match

When descriptions differ between documents, Aviara AI match reconciles lines on meaning rather than exact text, so a PO line and an invoice line describing the same item in different words still match. This is where Aviara Connect is different. The AI reasoning runs inside a custom rule engine we built to validate every match, so the intelligence is governed by your logic and tolerances instead of left to guess. Those tolerances, set by vendor or by category, decide how much price or quantity variance is acceptable, so small legitimate differences never become exceptions.

Matches on meaning, not text

Governed by Aviara's rule engine

Tolerance rules per vendor

3 Many-to-many Resolution

One invoice against several POs, several invoices against one PO, and partial deliveries across all of them. The engine tracks cumulative billed and received quantities at the PO-line level, so split orders and staged shipments reconcile correctly instead of raising false exceptions.

One invoice, many POs

Partial deliveries

4 Delivery Check

The second reconciliation step: billed quantities are verified against goods actually received. This is where billed-but-not-delivered is caught, the leakage that invoice-to-PO matching alone never sees.

Goods-receipt verification

Catches unbilled delivery gaps

5 Alerts and Human-in-the-loop Escalation

Genuine discrepancies raise an alert and route to the right person, with the invoice, the PO, and the receipt attached, so the reviewer decides in one screen instead of hunting through three systems. From there they can resolve it internally or open a vendor conversation without leaving the platform.

Alerts on every exception

Full context attached

Clean invoices create the bill in your ERP, or update it if it already exists. One invoice can generate multiple bills where the coding requires it.

Resolved

Audit Logs and Alerts

Every match, flag, decision, and correction is logged, and alerts fire on exceptions in real time, so nothing waits unseen and the trail is there when finance or audit asks.

Closing the Loop with the Vendor

From flag to fix, without leaving the platform

Some discrepancies can only be settled with the vendor. When that happens, the exchange runs inside Aviara Connect, drafted by AI, interpreted by the Email Agent, and approved by your team, so nothing drops into a personal inbox.

The Team Opens the Flag and Reaches Out

From the flagged invoice, an AP team member triggers vendor outreach without switching tools or re-typing the detail into a separate email.

2 Aviara AI Drafts the Email

The draft is context-aware, referencing the exact lines, quantities, and amounts in question, so the vendor receives a clear, specific query rather than a generic chase.

3 The Email Agent Reads the Reply

When the vendor responds, the Email Agent interprets what the answer means for the invoice, whether that is a corrected price, a credit, a missing delivery, or a dispute to escalate.

4 The team Approves the Next Step

The agent proposes creating or updating the relevant task or record. A person approves before anything changes, so the loop stays under human control from first email to final resolution.

The full drafting and response-handling capability lives on the Invoice Agent and Email Agent pages.

ERP SYNC, Without Migration

Your ERP stays the system of record

Aviara Connect does not replace your ERP and does not ask you to move data out of it. It reads what it needs, reconciles, and writes results back.

What it Reads

Purchase orders and PO lines

Vendor master records

Goods receipts, where your process captures them

Existing bills, so updates go to the right record

What it Writes Back

New bills from cleanly matched invoices

Updates to existing bills

Credit memos from confirmed discrepancies

Category and account coding per your rules

QuickBooks

SAP

Oracle

NetSuite

Tally

Zoho Books

No migration, no cutover weekend, no parallel running. Your team keeps working in the ERP they know, and Aviara Connect adds the reconciliation layer on top. See the full list on the Integrations page.

Common Questions

Reconciliation and sync, answered

What is the difference between two-way and three-way matching?

Two-way matching checks the invoice against the purchase order. Three-way matching adds the goods receipt, verifying that what was billed was actually received. Aviara Connect runs both as two distinct steps, so billed-but-not-delivered is caught even when the invoice and PO agree perfectly.

Does matching happen at the line level or the invoice level?

How does it handle one invoice covering multiple POs?

What if item descriptions differ between the invoice and the PO?

Do we have to migrate data out of our ERP?

What happens to invoices that fail the match?

Can we raise discrepancies with vendors from inside the platform?

Where to go next

Test it on your Real
Documents

Ready to Transform  
Your Customer
Management?

Bring a sample of your invoices, POs, and receipts. We will run the two-step reconciliation live and show you what it catches.

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