Know what actually showed up — before you pay for it.
Built for Controllers and CFOs tired of paying invoices for goods that were short-shipped or never arrived. Every receipt, full or partial, feeds straight into 3-way matching automatically.
Trusted by finance teams at 500+ companies — including those confirming delivery before an invoice ever gets paid.
Drag the slider — this is the same matching logic that checks every receipt against its PO and invoice.
Trusted by finance teams at
What is a goods receipt (GRN)? A goods receipt, or GRN (goods receipt note), is the record confirming what was actually delivered, in full or in part, against a purchase order.
It's one of the three documents, alongside the PO and the vendor invoice, that 3-way matching compares before an invoice gets approved for payment.
Right now, an invoice could be getting paid for something that never arrived.
Without a receipt on file, the invoice is the only version of the story anyone has.
Invoices paid with nothing to check them against
Without a receipt on file, AP has no way to know if what's on the invoice actually showed up. The invoice becomes the only source of truth.
Goods arrive one month, the invoice the next
A shipment lands in March. The invoice shows up in April. Without an accrual for what's already been received, the close understates expenses before it reaches the CFO.
Tracking a split shipment by hand
Half a shipment arrives now, the rest next month. Matching each invoice to the right partial receipt becomes a manual, error-prone exercise.
Manual receiving vs. automatic 3-way matching — the difference is what's checked before payment.
Manual — checked after the fact
- ✕Invoices approved with no receipt to check them against
- ✕Goods received in one period, invoice booked in the next, no accrual
- ✕Partial shipments matched to invoices by hand
- ✕PO, receipt, and invoice live in three different systems
- ✕Received-not-invoiced list built manually at close
Automatic — checked before payment
- ✓Every invoice matched against PO, receipt, and vendor bill automatically
- ✓Received-not-invoiced accruals ready with 100% accuracy before close
- ✓Partial receipts matched automatically, balance released as the rest arrives
- ✓PO, receipt, and invoice live in one platform
- ✓Damage and discrepancies logged with photos, tied to the receipt
From delivery to matched invoice — one connected process.
We set it up. Your team just starts using it.
Log the receipt
Record full or partial delivery at the PO line level, with photos for damage or discrepancies, from any location.
Auto-match against PO and invoice
The system checks the goods receipt against the purchase order and vendor invoice automatically — the 3-way match.
Exceptions flagged, the rest approved
Full matches move straight to payment. Partial or mismatched receipts get flagged for review instead of blocking everything.
Same job. Very different process.
| Category | Manual receiving | ProcureDesk |
|---|---|---|
| Matching | AP manually pulls PO, receipt, invoice from 3 places | Automatic 3-way match, one platform |
| Partial receipts | Tracked and matched by hand | Matched automatically, balance released as more arrives |
| Accruals | Built manually at month or quarter-end | Received-not-invoiced list ready before close starts |
| Damage/discrepancy | Reported over email, no audit trail | Logged with photos, tied to the receipt record |
| Receiving locations | One central point, hard to distribute | Multi-location receiving supported |
Finance teams who stopped paying invoices with nothing to check them against.
"The PO-matching feature auto-codes right into our invoices. Time I used to spend reconciling, I now spend on actual analysis."
"We're seeing 30% faster AP processing and reduced our month-end close from 7-8 days to just 3 days."
"ProcureDesk saves us 25% to 35% of the time we used to spend on processing invoices, which is huge."
Frequently asked questions about receipts and GRN.
01What's the difference between 2-way and 3-way matching?
2-way matching checks a PO against the invoice, and is often enough for services. 3-way matching adds the goods receipt, confirming physical delivery before payment, which is the standard for tangible goods.
02How are partial receipts handled?
An invoice is matched against the partial receipt and flagged as a partial match, held for exception review. The AP team approves payment for the delivered portion, and the balance releases once the rest is logged.
03Can I log receipts from multiple locations?
Yes. Multi-location receiving is supported, so receiving teams at different sites can confirm delivery in the same system.
04What happens if there's damage or a quantity discrepancy?
It's logged with photos, tied directly to the receipt record, and routed for exception review instead of getting resolved over email with no trail.
05How does this help with month-end or quarter-end close?
The received-not-invoiced list, goods received but not yet billed, is ready automatically with 100% accuracy before close even begins, instead of a manual accrual scramble.
06What if a purchase doesn't need a goods receipt, like a service?
2-way matching (PO plus invoice) is used instead, with no receipt required.
07Does this integrate with my accounting software?
Yes — QuickBooks, Xero, Sage Intacct, and NetSuite, with real-time sync to eliminate duplicate entry.
08How long does implementation take?
Most companies are live in 2–4 weeks, with white-glove onboarding handling receiving workflows and matching rules.
See how receiving feeds clean, matched payments.
The PO-Before-Invoice Rule
The finance playbook for catching every purchase before the invoice arrives — not after.
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