Invoice Matching Factsheet – Download & Read Now

Transform Your AP with Basware Invoice Matching

Unlock the power of automated invoice processing with Basware Invoice Matching. Designed to seamlessly integrate with any cloud ERP or Source-to-Pay (S2P) system, our solution automates the entire workflow, from invoice receipt to posting. By leveraging your existing processes, Basware Invoice Matching eliminates manual intervention, accelerates processing times, and enhances accuracy—all while maintaining the familiar framework your accounts payable team already knows.

Experience rapid deployment and immediate benefits, including faster processing, fewer errors, and improved supplier relationships. Say goodbye to the manual burden and limited automation of your current system. Instead, embrace a future of efficiency and precision.

What is invoice matching?

Invoice matching is the accounts payable process of comparing supplier invoices against supporting documents—such as purchase orders and goods receipts—to verify accuracy before payment authorization. This verification process ensures that what was ordered, received, and billed all align in terms of quantity, price, and terms.

Organizations implement invoice matching to maintain financial control, prevent payment errors, reduce fraud risk, and strengthen internal controls. Rather than simply paying invoices as received, matching creates a systematic checkpoint that protects against overpayments, duplicate invoices, and unauthorized charges.

Understanding Invoice Matching Types

Organizations can implement different levels of invoice matching based on their risk tolerance, industry requirements, and operational complexity:

• Two-Way Matching - Two-way matching compares the invoice directly against the purchase order, verifying that prices, quantities, and terms align. This streamlined approach works well for service-based transactions, digital purchases, or situations with established vendor trust. Organizations may allow tolerance levels—such as ±5%—to automatically approve invoices within acceptable variances.
• Three-Way Matching - Three-way matching adds verification of the goods receipt or delivery confirmation to the two-way process. This approach is considered a cornerstone of internal financial controls that reduce risk, prevent payment errors, and minimize fraud. Most organizations handling physical goods adopt three-way matching as their standard practice, as it provides an additional layer of verification that goods or services were actually received before payment is processed.
• Four-Way Matching - Four-way matching incorporates an inspection or acceptance document alongside the purchase order, goods receipt, and invoice. This approach is most common in industries with stringent compliance, safety, or quality assurance standards—such as pharmaceuticals, aerospace, and construction—where materials must pass formal inspection before payment authorization.
• How Basware Enables Flexible Matching - Basware Invoice Matching supports multiple matching methodologies, allowing organizations to apply the appropriate level of verification based on transaction type, vendor relationship, and risk profile. The system automatically performs matching logic while flagging exceptions for review, enabling your AP team to focus on true discrepancies rather than routine verification tasks.

Seamless Integration That Preserves Your Existing Processes

Unlike invoice matching solutions that require wholesale replacement of your ERP system or extensive process redesign, Basware Invoice Matching is designed to work alongside your existing technology infrastructure. The solution integrates with any cloud ERP or Source-to-Pay system, leveraging the processes and workflows your team already knows.

What This Means for Implementation:

• Rapid Deployment: Because Basware works with your existing systems rather than replacing them, deployment timelines are measured in weeks, not months or years.
• No Process Disruption: Your AP team continues using familiar tools and workflows while gaining the benefits of automated matching logic running in the background.
• Preserved Investments: Protect your existing technology investments while extending their capabilities with intelligent automation.
• Continuous Improvement: As your processes evolve, Basware Invoice Matching adapts without requiring system overhauls or extensive reconfiguration.

From Manual Matching to Touchless Processing

Many organizations begin by automating their most straightforward invoice matching scenarios, then progressively expand automation as confidence builds. Basware supports this journey, helping you shift from manual verification toward touchless invoice processing where the majority of invoices flow through without human intervention—what we call managing by exception.

Ready to revolutionize your AP?