Faster, More Accurate Purchase Order Matching for Sage, Xero & SAP

How PaperLess Automatic PO Matching Works

Automatically match and close Purchase Orders

PaperLess Purchase Order Matching automates the matching and closing of purchase orders in Sage 50 Accounts, Sage 50cloud, Sage 200 Professional, Sage Intacct, Xero, and SAP B1.

With the seamless integration of PaperLess Document Management and your accounting software, accounts teams can effortlessly match and close purchase orders, speeding up invoice processing and improving accuracy.

PaperLess Automatic Purchase Order Matching eliminates the need for manual checks. The software automatically captures invoice data and, when a purchase order number is found, compares the invoice amount to the purchase order amount. If they match, the purchase order is closed, and the transaction is posted automatically.

In addition, PaperLess enables automation of the entire purchase order approval process through PaperLess PO Requisition, covering all steps before the purchase order is created in your accounting system. Click here to learn more about PO Requisition Software for Sage.

Integrates with

How does PaperLess Purchase Order Matching work?

Once you bring the invoices into PaperLess, all you need to do is run PaperLess Automatic Invoice Recognition to extract all data from the invoices automatically. When the OCR detects a Purchase Order number on the invoice, PaperLess checks if there is a corresponding Purchase Order in Sage, Xero or SAP Business One for that supplier matching the number on the invoice. If a match is found, PaperLess automatically verifies whether the amount on the invoice matches the amount on the Purchase Order. If they match, PaperLess posts the invoice and automatically closes the Purchase Order.

Is it possible to automate PaperLess Purchase Order Matching even further?

Yes, with PaperLess Company Inbox, Accounts Teams can automate this process even further. All they need to do is set up PaperLess to automatically process all invoices received via email and, when capturing data from the invoices, check if a purchase order (PO) number is present to verify whether the PO and invoice amounts match.

If there is a match, Accounts Teams can configure PaperLess to automatically post the transaction and close the purchase order in Sage, Xero, or SAP B1.

By implementing such automation rules, Accounts Teams can have all invoices that match the purchase orders in Sage, Xero or SAP processed automatically, eliminating the need to review those invoices. This allows Accounts Teams to focus solely on invoices that do not match the purchase orders.

Find out more on how PaperLess deals with Purchase Orders that do not match or Purchase Orders with multiple deliveries

Experience Invoice Processing Automation

View Case Studies

It took a while before I got used to the idea of a PaperLess accounting, but I would not want to go back.

Euromaritime

Bram Boone, Chief Financial Officer

The level of automation and visibility we now have was exactly what our finance function needed.

Ethical Trading Initiative

Finance Team

since most fields of the purchase invoices are already filled and I can therefore quickly see where further action is required. This saves me a lot of time.

MullerVisual Communication

Bart Schultz

Frequently Asked Questions:

How does PO matching improve financial oversight?

PO matching ensures payments are made only against approved procurement commitments. By aligning accounts payable with purchasing controls, organisations reduce financial risk, improve accountability, and strengthen collaboration between procurement and finance teams.

What happens when invoices do not match?

Invoices with discrepancies such as price differences, quantity variances, or missing references are paused and highlighted for review. This prevents inaccurate postings and unauthorised payments from being processed. Exception handling ensures finance teams focus only on variances while routine transactions flow automatically.

Can matching invoices be posted automatically?

Yes. If an invoice satisfies predefined matching thresholds and validation rules, it can be prepared for posting, and the associated purchase order can be closed automatically. This reduces manual intervention and accelerates processing time for compliant invoices, while still maintaining strict financial control and audit traceability.

How does invoice-to-PO matching work?

When a purchase order reference is detected on an invoice, the system validates it against configured matching rules. These rules may include amount tolerances, quantity checks, or supplier alignment. If the invoice meets the defined criteria, it proceeds automatically within the workflow. If differences are detected, the invoice is flagged for review before posting, ensuring discrepancies are addressed promptly.

What is automated purchase order matching?

Automated purchase order matching is a financial control mechanism within accounts payable automation that verifies supplier invoices against approved purchase orders before posting and payment. It ensures invoice amounts, quantities, and references align with previously authorised procurement commitments. By embedding purchase order validation directly into invoice workflows, organisations reduce the risk of overpayment, duplicate charges, and unauthorised spend. When matching criteria are satisfied, invoices can proceed automatically; when discrepancies are identified, they are flagged for review. This strengthens procurement discipline and improves financial oversight across departments.