Purchase Order Matching

Purchase order (2-way) matching in Pulsify automatically compares supplier invoices against approved purchase orders to ensure pricing, quantities, and totals are correct before invoices are approved or synced to Xero or MYOB. By combining structured matching with judgment-based exception handling, Pulsify helps finance teams prevent overbilling and catch discrepancies early.

What this does

Purchase Order Matching verifies that invoices align with what was ordered and approved.

It allows teams to:

  • Match invoices to purchase orders automatically

  • Detect pricing, quantity, and total variances

  • Reduce manual PO checks and reconciliations

  • Prevent incorrect or duplicate charges from being posted

This ensures invoices reflect approved purchasing decisions.

How it works

Pulsify performs PO matching as part of the invoice validation process.

In practice:

  • Invoices are linked to relevant purchase orders

  • Line items, quantities, and unit prices are compared

  • Totals are reconciled against the purchase order

  • Variances are assessed using confidence and tolerance checks

  • Invoices that match proceed; exceptions are flagged for review

This creates a controlled flow from purchasing through to payment.

Judgment-based PO matching

Not all variances indicate an error.

Pulsify applies judgment-based PO matching to determine whether differences require attention by evaluating:

  • Partial deliveries or split invoices

  • Previously approved variance patterns

  • Whether discrepancies fall within defined tolerances

This avoids unnecessary blocks on legitimate invoices while ensuring true issues are escalated.

Common PO matching scenarios handled

Purchase Order Matching in Pulsify supports real-world purchasing complexity, including:

  • 2-way matching between invoices and purchase orders

  • Quantity and unit price variances

  • Partial or staggered invoicing against a single PO

  • Supplier price changes over time

  • Duplicate invoices against the same PO

  • Missing or incorrect PO references

Exceptions are identified before approval, not after posting.

Who it’s for

This feature is designed for:

  • Businesses purchasing goods and inventory, not just services

  • Teams managing invoices tied to quantities, unit pricing, and deliveries

  • Organisations where purchase orders drive inventory intake and cost of goods

  • Multi-entity groups sharing suppliers and purchasing workflows

  • Finance teams responsible for preventing over-billing on physical goods

It is especially valuable where inventory accuracy, cost control, and reconciliation between purchasing and invoicing are critical.

Integrations

Purchase Order Matching integrates directly with:

  • Xero

  • MYOB

Matched invoices are prepared for approval and sync only after discrepancies are resolved.

FAQs

Is this 2-way or 3-way matching?
Pulsify supports invoice-to-purchase-order matching, with validation designed to catch pricing and quantity variances.

What happens if there’s a mismatch?
The invoice is flagged for review, with the variance clearly highlighted.

Can partial invoices be matched?
Yes. Pulsify supports partial invoicing and staged deliveries against a single purchase order.

Does this reduce overbilling risk?
Yes. Purchase Order Matching helps ensure invoices align with approved purchasing decisions before posting.