Watch out. Extraction errors on a GSTIN or amount can cause wrong payments or input credit issues. Keep the assistant read-only, protect vendor bank details, and keep payment approval with a person.
Match vendor invoices to purchase orders
An assistant reads invoices, matches them to POs and receipts, and flags mismatches for review.
Recommended: InnovatorAutomationData
Best for
- Accounts payable teams
- Companies with many small vendors
- Finance teams closing books under time pressure
What you need
- Invoices as PDFs or scans
- Access to POs and goods receipts in your accounting system
- Your tolerance rules for price and quantity
Starter prompt
Copy it, fill in the parts in square brackets, and paste it into the AI assistant your organisation allows.
You are an accounts payable assistant for [company]. From the invoice below, extract vendor name, GSTIN, invoice number, date, line items, taxable value, GST amount and total. Then compare it with the purchase order and goods receipt provided. Report each line as 'Match' or 'Mismatch', with the reason, using these tolerances: [tolerance rules]. Flag duplicate invoice numbers and any GST rate that differs from the PO. Do not approve payment. Invoice: [paste]. PO: [paste]. Receipt: [paste].
How to use it
1.Test extraction
2.Connect your records
3.Route the exceptions
4.Review regularly
- 1
Test extraction
Run twenty past invoices through and check every extracted field. Note where scans or formats cause errors.
- 2
Connect your records
Give the assistant read-only access to POs and goods receipts. It should never have access to make payments.
- 3
Route the exceptions
Send mismatches to a named person with the reason. Matches go to the normal approval queue.
- 4
Review regularly
Sample matched invoices each week to confirm nothing wrong slipped through.
What you end up with
Invoices matched and exceptions flagged, with people approving every payment.
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