Stop chasing paper. Start managing exceptions.
Built for Controllers and CFOs whose AP team spends 15-20 hours a week matching invoices by hand. ProcureDesk matches invoices automatically, coded and ready, so your team manages exceptions instead of data entry.
Trusted by finance teams at 500+ companies to turn invoice matching into an exception-only process.
Drag the slider — this is the same tolerance logic that matches every invoice in ProcureDesk.
Trusted by finance teams at
What is invoice matching? Invoice matching, also called 2-way or 3-way matching, is the process of verifying an invoice against a purchase order, and for physical goods, a receipt, before it's approved for payment.
ProcureDesk matches invoices automatically using OCR and configurable tolerance rules, and only routes the exceptions, invoices that don't match, to a human for review.
Right now, AP is manually matching an invoice that should've matched itself.
Mid-market finance teams waste 15-20 hours a week on this alone.
15-20 hours a week on data entry
Finance teams waste 15-20 hours a week manually matching invoices to POs, chasing approvals, and double-checking entry.
No way to tell what needs attention
Without exception-based routing, every invoice gets the same manual review, whether it matches perfectly or not.
Manual export and import, invoice by invoice
Invoice data lives in one system, the accounting system in another, and someone's manually keeping them in sync.
Manual review vs. exception-based — the difference is what actually needs a human.
Manual — every invoice reviewed
- ✕Every invoice reviewed manually, matched or not
- ✕Invoice tools live separate from purchase requests and payment
- ✕Data re-typed by hand from every invoice
- ✕Tolerance for price or quantity variance decided case by case
- ✕Accounting sync means manual export and import
Exception-based — only what needs you
- ✓Only the 10-20% that don't match need a human
- ✓One system connects purchase requests through final payment
- ✓OCR extracts vendor, amount, and PO number automatically
- ✓Tolerance rules set once, applied consistently every time
- ✓Real-time sync to your accounting system, no manual entry
From invoice received to matched or flagged — automatically.
We set it up. Your team just starts using it.
Capture the invoice
OCR extracts vendor, amount, line items, and PO number automatically, from any format.
Match automatically
Checked against the PO, and the receipt for physical goods, within your tolerance rules.
Only exceptions need you
Invoices that don't match get flagged with the specific discrepancy; everything else moves to payment.
Same job. Very different process.
| Category | Manual invoice matching | ProcureDesk |
|---|---|---|
| Data entry | Re-typed by hand from every invoice | OCR extracts automatically, 99.5% accurate |
| Review | Every invoice checked manually | Only the 10-20% that don't match |
| Tolerance | Judgment call, case by case | Configurable rules, applied consistently |
| Accounting sync | Manual export and import | Real-time, no manual entry |
| Duplicate detection | Caught by chance, if at all | Flagged automatically by vendor, amount, date |
Finance teams who stopped matching invoices by hand.
"The PO-matching feature auto-codes right into our invoices. Time I used to spend reconciling, I now spend on actual analysis."
"We used to have 200 invoices sitting there waiting for approval, monthly. ProcureDesk wiped one of our biggest headaches. Immediately."
"ProcureDesk saves us 25% to 35% of the time we used to spend on processing invoices, which is huge."
Frequently asked questions about invoice matching.
01How accurate is the OCR technology?
99.5% on standard invoices, and it learns from corrections over time to improve accuracy for your specific vendor formats.
02Can I customize matching tolerance levels?
Yes. Set specific tolerance for price variances, quantity differences, and other matching criteria based on your own business rules.
03What happens when an invoice doesn't match automatically?
It's routed to the right team member with specific discrepancy flags, so only what actually needs attention lands on someone's desk.
04How long does accounting system integration take?
Most integrations are completed within 1-2 business days. Our team handles the technical setup while you configure approval workflows.
05Can vendors submit invoices directly to the system?
Yes, through a vendor portal — suppliers submit electronically, track payment status, and resolve questions without calling your AP team.
06What controls can I set up for invoice approvals?
Amount-based routing, department-specific workflows, vendor-specific rules, and automatic escalation, all through the same flexible workflow engine.
07How does duplicate invoice detection work?
The system identifies potential duplicates automatically based on vendor, amount, date, and invoice number, preventing accidental double payments.
08Is there a limit to how many invoices I can process?
No transaction limits. Process as many invoices as your business needs, with no additional per-transaction fees.
Go deeper on matching, 3-way, and AP automation.
Does QuickBooks Do 3-Way Matching? →
ProductAP Automation for QuickBooks →
CapabilityOCR & Data Capture →
The PO-Before-Invoice Rule
The finance playbook for catching every purchase before the invoice arrives — not after.
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