Touchless invoice processing with 3-way and 4-way matching
DocuFella captures supplier invoices from any channel, extracts header and line-item data with AI, matches every line against purchase orders and goods receipts, routes only the exceptions to people and posts approved invoices straight into your ERP.
Book a demo AP automation for finance teamsTargets and outcomes from DocuFella AP automation implementations. Results depend on invoice mix, PO discipline and ERP integration scope.
From inbox to ERP without re-keying
Capture
Invoices arrive by email, vendor portal, scan, ERP interface or API. Mailboxes are monitored continuously so new invoices are picked up as they land.
Extract and validate
AI-powered OCR and intelligent document processing extract vendor, invoice number, dates, PO number, currency, terms, tax and every line item, with vendor-specific learning that improves over time.
Match
2-way matching against the PO for service invoices, automated 3-way matching against PO and goods receipt, or 4-way including quality clearance for quality-controlled materials, with configurable amount and quantity tolerances at line-item level and PO validation by number series and business rules. With SAP S/4HANA the PO and GRN data is retrieved directly, so nothing is exported by hand.
Route exceptions
Mismatches are classified into more than fifteen coded exception types, such as price inflation or deflation, shortage, receiving rejection, quality block, PO block, tax code, TDS, duplicate, future date, advance payment and currency mismatch, and routed through rule-based, multi-level approval workflows with SLA tracking, retries and escalation.
Post to ERP
Approved invoices are posted with vendor, GL coding, cost centre, tax codes, PO reference, payment terms and posting date. The ERP document number is stored back in DocuFella for two-way traceability.
Archive and audit
Invoice, PO, GRN, approvals and ERP reference are stored together with a complete audit trail and retention policy, ready for internal and statutory audit.
Receivables too
Incoming remittance and payment advice documents are read the same way, so customer payments are reconciled against open receivables without re-keying.
Matching logic and fraud prevention controls
Finance keeps control of the rules. DocuFella applies them consistently to every invoice.
Matching rules
- PO quantity versus invoice quantity, GRN received versus ordered
- Unit price versus contracted rates, line by line
- Tax and VAT verification against expected rates
- Amount and quantity tolerance thresholds, per vendor or per category
- Value thresholds that trigger additional approval levels
- Import bills: bundled PDFs split into supplier, clearing agent, bill of entry and freight invoices with multi-currency validation
Fraud prevention controls
- Duplicate invoice detection on a multi-point key: vendor, invoice number, date, address, tax registration and plant
- Vendor master synchronised with the ERP, so an invoice from a vendor trading under a slightly different name is still matched to the right code before posting
- Separation of duties across PO, GRN and invoice approval
- Flags on bank detail changes and unusual patterns
- Immutable approval trail with timestamps
Complements your ERP, does not replace it
DocuFella sits in front of the ERP as the capture, matching and approval layer. SAP S/4HANA, Microsoft Dynamics 365 Business Central and Odoo are integrated in live deployments, including bidirectional SAP integration through enterprise middleware. Oracle, NetSuite, Tally and custom ERPs connect through REST APIs, direct database connectors or your integration platform, with two-way synchronisation of vendors, purchase orders, goods receipts and posted invoices.
Implementation in phases
| Assessment | Invoice mix, PO discipline, exception analysis |
| ERP integration | Master data, PO and GRN feeds, posting and reference sync |
| Workflow configuration | Tolerances, approval matrix, escalation rules |
| User acceptance testing | Live invoices in parallel with the current process |
| Go-live and hypercare | Cut-over, monitoring and tuning of extraction models |
Run fifty of your invoices through DocuFella
Send a sample batch and we will show extraction accuracy, match rates and the exceptions your team would actually have to touch.
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