Supplier invoice to purchase order matching

Purpose

1. Automate matching of supplier invoices with corresponding purchase orders to verify delivery, quantity, and cost in the arcade machine wholesale supply chain.

2. Prevent payment errors, enforce procurement compliance, and streamline reconciliation across multiple suppliers and purchase volumes.

3. Ensure accurate, timely accounts payables and transparent procurement audit trails central to amusement machine wholesale operations.

Trigger Conditions

1. New supplier invoice received (email, EDI, or direct upload).

2. Purchase order approval marked as "fulfilled."

3. Weekly scheduled batch invoice processing in accounting system.

4. Manual or API push from supplier portal.

5. Invoice upload in cloud document storage (e.g., PDF in Dropbox, Google Drive).

6. Payment request initiated via ERP or accounting suite.

Platform Variants

1. SAP

• Configure: IDoc or OData API for “Invoice Received” and “PO Status Update” triggers.
  

2. Oracle NetSuite

• Use: SuiteTalk SOAP API, endpoint “receiveVendorBill” and “getPurchaseOrder.”
  

3. Microsoft Dynamics 365

• Action: Data Entity “VendorInvoice,” trigger on record creation; “PurchaseOrderHeader” for PO matching.
  

4. QuickBooks Online

• API: “Create invoice” and “Query purchase order” REST objects; webhook on new bill.
  

5. Xero

• Endpoint: “Invoices” and “Purchase Orders”; webhooks for real-time match initiation.
  

6. Zoho Books

• API: “Bills” and “Purchase Orders”; automation using workflow triggers for new bill.
  

7. FreshBooks

• Endpoint: “Create invoice,” event notification; “PurchaseOrder” via GET method for matches.
  

8. Coupa

• Setting: API “Invoices” GET and “Purchase Orders” GET; webhook on pending invoice.
  

9. Tipalti

• Function: “Invoices” API endpoint for submitting and querying invoice status.
  

10. SAP Ariba

• API: “Invoice” POST/GET and “Order” GET; use workflow automation for document matching.
  

11. Bill.com

• Feature: “Sync bills and purchase orders”; webhook for bill entry.
  

12. Odoo

• Endpoint: XML-RPC API “account.move” for invoices; “purchase.order” for PO retrieval.
  

13. Intuit

• API: “PurchaseOrder” and “Bill” endpoints with event notifications.
  

14. Salesforce

• Object: “SupplierInvoice__c”; matching with “PurchaseOrder__c” via process builder.
  

15. HubSpot

• Custom Object: “Invoices”; workflow to pull “Purchase Order” data using API integration.
  

16. Trello

• Use: Card moves in "Supplier Invoice" board; custom Power-Up for PO lookups via API.
  

17. Monday.com

• Automation: “Invoice upload” triggers with “PO Lookup” column automation via integrations.
  

18. Integromat (Make)

• Module: Watch files (e.g., Gmail, Google Drive), HTTP module fetches POs, compares in flow.
  

19. Dropbox

• Webhook: File uploaded; extension matches to PO data in connected ERP or spreadsheet.
  

20. Google Drive

• Trigger: New file in “Supplier Invoices”; Google Apps Script API to retrieve and cross-check with Sheets PO database.
  

21. AWS Lambda

• API: Endpoint for “new invoice,” logic scripts compare with PO data in RDS or S3.
  

22. Azure Logic Apps

• Connector: File creation or API push starts automated matching workflow with ERP system.
  

23. Slack

• Bot: Invoice upload in channel; trigger workflow via incoming webhook to validate against POs.
  

24. Jira

• Issue: New ticket (invoice); automation checks purchase order custom field via API.
  

Benefits

1. Eliminates manual invoice/PO reconciliation and reduces errors.

2. Accelerates accounts payables and strengthens supplier relationships.

3. Ensures compliance with procurement protocols and contract terms.

4. Provides real-time, auditable record of all invoice and PO matches.

5. Scales seamlessly with volumes typical in the amusement and arcade wholesale sector.