What is a PO invoice in accounts payable?

A PO invoice is an invoice with a purchase order attached to it. Such invoices are generated after a purchase order is approved. When PO invoices are received by the AP department, they are matched against the corresponding purchase order. Non-PO invoices, in contrast, do not have corresponding purchase orders.

What is two-way PO matching?

Two-way matching is the process of checking invoices against approved purchase orders. It is also known as PO matching and is used to confirm that there are no errors or discrepancies in the invoices before the payment is made.

Why should you use PO matching?

PO matching should be used to ensure that the goods or services received match what was ordered, preventing discrepancies and ensuring accuracy in procurement. It also helps maintain financial control by verifying that the prices and quantities invoiced correspond with the purchase order, avoiding overpayments or fraudulent charges. PO matching boosts efficiency and accountability across the whole organisation by making it easier to verify details and support better inventory and budget management.

Can I match bills to purchase orders in the mobile app?

Yes, the ApprovalMax mobile app supports the PO matching functionality.

Which purchase orders are available for matching?

Purchase orders can be matched to invoices if they meet the following criteria: 1) the PO and bill have the same Supplier and Currency, 2) the PO is not marked as Billed, 3) the PO date does not exceed the invoice date.

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Less chasing, more control with automated Bill-to-PO matching

Take the manual work out of matching bills to POs, so your team approves faster and keeps control of every bill.

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Pay what you agreed, not what you're billed

Overcharges, duplicates, and surprise price rises surface before payment, not in next month's reconciliation.

Control that doesn't slow the team down

Routine bills keep moving on their own; your team's attention goes only where something's off.

Audit-ready by default

When anyone asks why a bill was paid, the answer already exists.

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Automate every step of matching a bill to its purchase order. Fewer manual checks. Approves faster. Stays in tighter control of every bill.

No more hunting for POs

Save hours as ApprovalMax finds and links the right purchase order automatically, so bills arrive matched.

Auto-approve trusted bills

Matched bills from a supplier you trust can be approved automatically, cutting hours of your work with anyone involved.

Stronger financial controls over bills

Unmatched bills are flagged to the right approver, or up to a senior one, so the risky bills get more attention, not less.

Closed, logged, audit-ready

Approve the last bill, and the purchase order closes itself. Every match is recorded automatically in the Bill's audit trail: who matched it and when.

Integrate with some of the world’s best platforms

Connect ApprovalMax to your accounting system, so matching works on the records you already have.

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ApprovalMax delivers a paperless environment for a fully automated approval process. And the collaboration between different departments has never been easier, now that employees don’t have to email each other for manual approvals anymore.

Juan Visser

Managing Director, Meshed Group

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Less chasing, more control with automated Bill-to-PO matching

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