Auto-match invoices with deliveries for reconciliation

Purpose

 1.1. Automatically match supplier invoices with related delivery notes for seamless reconciliation.
 1.2. Reduce manual data entry, errors, and delays in supplier payment processes.
 1.3. Enable real-time verification of delivered goods against invoiced quantities and items.
 1.4. Ensure transparent audit trails and compliance for Japanese cuisine inventory in an Anago restaurant.
 1.5. Streamline ordering, receiving, accounting, and payment workflows across multiple suppliers.

Trigger Conditions

 2.1. New supplier invoice is received (email, upload, EDI, etc.).
 2.2. Delivery note or goods receipt is registered in POS or inventory system.
 2.3. Scheduled batch reconciliation (e.g., daily, weekly).
 2.4. Manual invocation via dashboard for exception handling.
 2.5. Updates detected in external supplier portals.

Platform Variants

 3.1. QuickBooks Online
  • API: “/invoices”, “/purchaseReceipts” — Configure webhook to listen for new invoices and purchase receipts, match line items by SKU.

 3.2. SAP S/4HANA
  • API: “A_PurchaseOrder”, “A_GoodsReceipt” — Trigger on new goods receipt, cross-reference related purchase orders and invoices.

 3.3. Oracle NetSuite
  • Feature: SuiteScript workflow — Script to auto-link vendor bills and item receipts, flag discrepancies.

 3.4. Microsoft Dynamics 365
  • API: “VendorInvoice”, “GoodsReceipt” — Automate matching via Power Automate trigger on new records.

 3.5. FreshBooks
  • API: “Invoices”, “Expenses” — Create zap to compare delivered items with invoiced details.

 3.6. Xero
  • API: “GET Invoices”, “GET Receipts” — Periodically fetch new documents, compare for reconciliation.

 3.7. Sage Intacct
  • API: “APBILL”, “APPO” functions — Match AP Bills with Purchase Orders and receipt records.

 3.8. Zoho Books
  • API: “purchaseorders”, “invoices” — Configure automation to validate fulfilled items.

 3.9. Square
  • API: “Inventory”, “Invoices” — Sync item sales, inventory updates, and vendor bills.

 3.10. Shopify
  • API: “Orders”, “Inventory Levels” — Reconcile supplier deliveries to inventory receipts and bills.

 3.11. Odoo
  • API: “account.move”, “stock.picking” — Automate reconciliation of bills and incoming shipments.

 3.12. Restaurant365
  • Integration: Invoice and Inventory Module — Auto-match purchase invoices with received goods.

 3.13. Clover
  • API: “Orders”, “Inventory” — Trigger reconciliation flow on order fulfillment.

 3.14. Deliverect
  • API: “Orders”, “Inventory” — Integrate for matching third-party deliveries with vendor invoices.

 3.15. Sapaad
  • Feature: Inventory and Supplier Integration — Link supplier invoices to deliveries via workflow automation.

 3.16. Bill.com
  • API: “Bills”, “Documents Upload” — Compare and reconcile bills with attached delivery slips.

 3.17. Coupa
  • API: “Invoices”, “Receipts” — Auto-validate matched receipts and invoice entries using custom rule.

 3.18. Procurify
  • API: “Purchase Orders”, “Invoices” — Workflow for item-by-item or order-by-order matching.

 3.19. TradeGecko (QuickBooks Commerce)
  • API: “Purchase Orders”, “Shipments”, “Invoices” — Set up automation to cross-match orders, shipments, and supplier bills.

 3.20. SAP Ariba
  • API: “GoodsReceipt”, “Invoice” — Auto-reconcile through invoice and receipt action rules.

Benefits

 4.1. Eliminates repetitive manual reconciliation of invoices and deliveries.
 4.2. Prevents overpayments, duplicate payments, and fraud risk.
 4.3. Significantly reduces time to close supplier accounts.
 4.4. Supports compliance, transparency, and audit readiness for F&B operations.
 4.5. Improves supplier relationships through accuracy and timely payments.
 4.6. Facilitates cross-system integration, enabling data-driven inventory and procurement decisions.