Smarter Week

How to automate it

How to automate “match supplier invoices to orders and receipts”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

45 min
typically, every day
65%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Let AP automation match invoices to orders and receipts

AP automation tools read the invoice, match it to the PO and receipt automatically, and only show you the ones that do not match.

Typically saves about 60% of the time4 h to set up
  1. 1Ask finance whether your ERP or AP tool has automatic three-way matching (many do: NetSuite, Dynamics 365, SAP, Stampli, Tipalti, Bill, Coupa).
  2. 2Have suppliers send invoices to one email address the tool reads.
  3. 3Set tolerances for small price or quantity differences.
  4. 4Work only the exceptions list each day.

Tools: NetSuite, Dynamics 365 or SAP · Stampli, Tipalti, Bill or Coupa

Fix 2 of 2

AI

Photograph packing slips, delivery notes and invoices and let AI read them

AI can read a photo or PDF of a packing slip, bill of lading or invoice and turn it into lines you can check against the order. You compare instead of type.

Typically saves about 50% of the time10 min to set up
  1. 1Take a clear photo or use the PDF from the supplier.
  2. 2Upload it to an approved AI assistant with the prompt below, along with the PO lines.
  3. 3Check the differences it flags.
  4. 4Enter or import the confirmed lines into your system.
Prompt to copy
Read the attached [PACKING SLIP / BILL OF LADING / INVOICE]. Make a table with: item code, description, quantity, unit price (if shown), PO number. Then compare it with this purchase order and list any item that is missing, extra, or a different quantity or price: [PASTE PO LINES]. Mark anything you cannot read as [UNCLEAR]. Do not guess.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Microsoft Lens or phone camera

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Purchasing / buyer

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Other common tasks for Purchasing / buyers