Use case · Finance & Audit · Finance
Purchase Order and Invoice Matching
This proposed BrainShift application supports Finance teams handling purchase order and invoice matching across Audit, Finance & Compliance. Using Document AI, it compares supplier invoices with purchase orders and, where available, goods receipts, then presents evidence-backed exceptions for human decisions. Implementation complexity is medium, depending on document quality, ERP access, and matching rules.
This page describes a proposed application of the BrainShift platform. It is not a description of a specific customer deployment.
Business challenge
Accounts payable analysts often reconcile invoice PDFs, scanned attachments, purchase order lines, and receipt records across separate systems. Differences in supplier naming, units, tax presentation, and line descriptions make apparently simple comparisons difficult.
Partial deliveries, split invoices, revised orders, and missing receipts create exceptions that require purchasing or receiving teams to respond. Without consistent evidence and ownership, reviewers may repeat checks or struggle to explain why an invoice was held, accepted, or escalated.
How BrainShift solves it
Document Intelligence extracts Arabic and English invoice content, including tables, while BrainShift Studio supports matching logic grounded in purchasing records. Configured checks compare supplier identifiers, quantities, unit prices, currency, taxes, and totals, with source references for reviewer verification.
Agentic Workflows coordinates validation, exception classification, and approvals. Action Hub performs only authorized tasks in connected systems after required approval, such as adding an exception note or updating a review status. The application supports finance judgment rather than replacing payment controls.
How it works
Step-by-step workflow
- 01
1. Capture invoice documents
Receive invoices and attachments from configured repositories. Identify document boundaries and flag unreadable pages or missing information before matching.
- 02
2. Extract and verify fields
Extract headers, totals, and line items with source references. Example request: “Read this Arabic invoice.” The system presents extracted fields and flags uncertain values for verification.
- 03
3. Retrieve purchasing evidence
Find candidate purchase orders and receipts using supplier identifiers, order references, and configured search rules. Preserve record versions and retrieval timestamps.
- 04
4. Compare records
Apply approved two-way or three-way matching rules and tolerances. Example question: “Why does this invoice not match?” The system highlights quantity, price, or receipt discrepancies with supporting records.
- 05
5. Route exceptions for approval
Assign missing-receipt cases to receiving teams and pricing disputes to purchasing. Example request: “Send this discrepancy to the buyer.” The system prepares a review task under configured routing controls.
- 06
6. Execute approved updates
After authorized review, write permitted notes or status changes through Action Hub. Record the decision, approver, evidence, and execution result; surface failed updates for follow-up.
BrainShift components
What each module does
Document Intelligence
Understand Arabic and English invoices, tables, and supporting purchasing documents.
BrainShift Studio
Build the matching application, evidence views, and configurable comparison logic.
Agentic Workflows
Coordinate retrieval, discrepancy handling, reviewer assignments, and approval gates.
Action Hub
Execute approved, scoped updates in connected finance systems.
Enterprise integrations
Systems it can connect to
Configurable integration options, confirmed during implementation.
- SAP: Optionally retrieve orders, receipts, and invoice records through configured interfaces.
- Oracle ERP: Optionally access purchasing records and submit approved review updates.
- Microsoft 365: Optionally collect designated invoice attachments and deliver review notifications.
- Document management: Optionally retrieve controlled document versions and retain evidence links.
Data sources
- Supplier invoices and credit notes
- Purchase orders and approved amendments
- Goods receipts and service acceptance records
- Supplier master records
- Matching tolerances and approval policies
Business outcomes
Potential benefits
More focused reviews
Analysts could prioritize discrepancies instead of manually comparing every field.
Clearer exception ownership
Defined routing could reduce ambiguity between accounts payable, purchasing, and receiving.
Stronger decision evidence
Linked source records could make approval rationale easier to inspect.
Earlier duplicate identification
Configured checks could flag potential repeat submissions for investigation.
More consistent controls
Approved tolerances could support consistent treatment of similar discrepancies.
Suggested KPIs
Security and deployment
Deployment can be designed for sovereign, on-premises, or private cloud requirements. SSO and role-based access should restrict document access and execution permissions, while audit trails capture retrievals, recommendations, approvals, and system updates. Retention and data residency controls should follow organizational policy.
Human oversight
Finance owners approve matching tolerances, escalation paths, and action permissions. Authorized reviewers must approve high-impact actions, including payment release, financial posting, and control overrides. Ambiguous matches and uncertain extraction results require review rather than automatic acceptance.
FAQ
Frequently asked questions
Can it handle partial deliveries?
Matching rules can compare invoiced quantities with available receipts and flag unreceived balances.
Does a match authorize payment?
No. A matching recommendation does not replace authorized payment approval.
What happens when no purchase order exists?
The invoice can enter a separate review path under the organization's non-PO policy.
Can reviewers inspect the evidence?
The proposed interface presents extracted values alongside document references and retrieved purchasing records.
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