Supplier invoice processing and matching to deliveries

Purpose

1 Automatically capture, process, and validate supplier invoices against actual delivery receipts to ensure inventory accuracy, prevent fraud, automate ledger entries, trigger payment creation, and optimize stock intake for Andhra Cuisine restaurants.

2 Digitize all incoming invoices, match each line item to respective delivery notes, validate amounts and SKUs, flag discrepancies, update inventory and AP in real-time, and trigger next actions for ordering, approvals, or payments.

Trigger Conditions

1 New supplier invoice received via email, upload, or EDI.

2 Delivery note logged from receiving staff (via app, scanner, or form).

3 Scheduled batch process to check for unmatched invoices/delivery notes.

4 Manual trigger for reprocessing unmatched transactions.

Platform Variants

1 Zoho Books

• API: Invoices API — Configure to retrieve incoming invoices for matching.
  

2 QuickBooks Online

• Feature: Webhooks — Trigger invoice event and retrieve bill details for automation.
  

3 SAP Business One

• API: DI API Document Service — Use GoodsReceipt and PurchaseInvoice objects for data extraction and matching.
  

4 Oracle NetSuite

• SuiteTalk API: Purchase Orders, Item Receipts, Vendor Bills — Configure integration for three-way matching.
  

5 Microsoft Dynamics 365 Business Central

• API: PurchaseInvoices and PostedReceipts — Fetch data for matching workflows.
  

6 FreshBooks

• Feature: Bills Endpoint — Connect to list and retrieve invoice line items.
  

7 Xero

• API: Invoices and Receipts endpoints — Trigger on new purchases for reconciliation.
  

8 Odoo

• RPC API: account.invoice and stock.picking models — Extract invoice and delivery note info for scripts.
  

9 SAP Ariba

• API: InvoiceReconciliation — Create rules to extract and match invoices with receipts.
  

10 Sage Intacct

• API: AP Bill and Purchasing Receipt objects — Link invoice uploads to receipts.
  

11 Square for Restaurants

• API: V2 Invoices, Inventory Adjustments — Cross-check supplier bills with inventory intake.
  

12 Lightspeed Restaurant

• Feature: Purchase Orders module & API — Scan and auto-match deliveries to invoices.
  

13 Procurify

• API: Bills and Receipts — Automate matching and discrepancy alerts.
  

14 Bill.com

• Feature: Invoice Processing Automation — Setup import for bill receipts and delivery confirmations.
  

15 Tipalti

• API: Supplier Invoices Import — Automate matching and payment scheduling based on delivery validation.
  

16 Kissflow Procurement

• Feature: Custom Workflow Automation — Trigger invoice-to-delivery match workflow.
  

17 Coupa

• API: Invoice and Receipt objects — Implement rules engine for matching process.
  

18 TradeGecko (QuickBooks Commerce)

• API: Purchase Orders and Stock Received endpoints — Create automation for invoice/data consistency.
  

19 SAP S/4HANA

• API: MM-PUR module (Invoice Verification, Goods Receipt) — Configure validation rules.
  

20 Zoho Inventory

• API: Purchase Orders & Bills endpoints — Auto-match new purchase-related docs.
  

Benefits

1 Reduces manual entry, human errors, and fraud in supplier billing.

2 Enables instant discrepancy alerts and flag resolution before payment.

3 Accelerates payment cycles and maintains AP accuracy.

4 Ensures real-time inventory update aligned with actual deliveries.

5 Drives vendor compliance and accountability with data-based tracking.

6 Elevates financial control and traceability for Andhra restaurant supply chain.