The invoice verification process is a crucial part of Accounts Payable. It protects your business from overpayments, fraud, and accounting errors. But when invoice volumes grow, manually checking each one isn’t sustainable—or scalable.
So what documents do you actually need to verify an invoice? And more importantly, how can you automate the process while staying in control?
Key Documents Used in Invoice Verification
Your AP team will typically use the following documents to verify an invoice:
- Purchase Order (PO) – Confirms what was ordered.
- Goods Receipt Note (GRN) – Confirms what was received.
- Contracts or Quotations (if applicable) – Confirms agreed prices, terms, or conditions.
This is known as the three-way match: invoice, PO, and GRN. If one element doesn’t match, the invoice is flagged for further review. Manually doing this for every invoice is both slow and prone to error.
Automating the Invoice Verification Process
This is where automation comes in. With a properly automated Accounts Payable solution, you can remove the need to manually verify every invoice while maintaining full control and visibility.
Here’s how it works:
- Invoices are received electronically or scanned and digitised.
- Our matching engine automatically compares invoice data with the relevant PO and GRN.
- If everything matches, the invoice is passed through to the ERP for posting.
- If mismatches are found, the system flags them instantly for human review
This means your team only needs to get involved when something goes wrong, rather than checking every single invoice. Plus, the system shows whether an invoice has been viewed, keeping the verification process auditable and transparent.
Smarter Matching, Fewer Delays
By automating invoice verification, you can:
- Reduce manual errors and payment delays
- Free up your AP team to focus on value-added tasks
- Improve supplier satisfaction with timely and accurate payments
- Maintain strong compliance and internal control
As your business grows, so does invoice volume and complexity. Manual checks just won’t cut it. B2BE’s solution helps you scale by automating invoice verification while keeping exception management firmly in your hands.
Contact our experts to find out more.
About B2BE
B2BE delivers electronic supply chain solutions globally, helping organisations to better manage their supply chain processes, providing greater levels of visibility, auditability and control. We’re driven by a passion for what we do, inspired by innovation, and underpinned by a wealth of knowledge. With over 20+ years of experience, the B2BE teams operate worldwide.
For more information, visit www.b2be.com.