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Purchase Order & Invoice Matcher

Live

Stop the 8-12 hours/fortnight of manual 3-way matching. AI scans invoices, matches to POs, and generates Xero bills ready for approval.

5

Total POs

1

Matched

2

Pending

2

Exceptions

$130K

Total Value

Recent Purchase Orders

PO-2024-0458Matched

Sandvik Mining

Drill bits and consumables

$45,680
PO-2024-0459Pending

Komatsu Australia

Hydraulic pump assembly

$28,950
PO-2024-0460Partial

Caterpillar Parts

Engine filters and oil

$12,340
PO-2024-0461Disputed

Atlas Copco

Compressor service kit

$8,750
PO-2024-0462Pending

Weir Minerals

Slurry pump impellers

$34,200

Upload Documents for AI Matching

Upload Invoice

PDF, JPG, PNG

Upload Delivery Note

PDF, JPG, PNG

Upload POD

PDF, JPG, PNG

AI extracts data using OCR, matches to POs automatically, and flags any discrepancies for review

Manual 3-Way Matching (8-12 hours/fortnight)

  • •50-100+ supplier invoices arrive every month via email, post, portal
  • •Manually find matching PO for each invoice (where did we order this?)
  • •Check delivery docket—did we actually receive all items?
  • •Compare quantities and prices—invoice says 100, PO says 80
  • •Manually key invoice details into Xero (supplier, amount, line items)
  • •Chase discrepancies with suppliers via email/phone
  • •Pay duplicate invoice by mistake → money lost

DrilLedger Invoice Matcher (2-3 hours/fortnight)

  • •Forward invoice email → AI extracts all line items automatically (OCR)
  • •AI matches to PO and delivery docket automatically
  • •Discrepancies flagged: “Invoice $5,200, PO $4,800—price increase?”
  • •Duplicate detection: “This invoice was already paid on 15/11”
  • •Xero bill created automatically—just click approve
  • •Review exceptions only—AI handles 80%+ automatically

Smart OCR Extraction

AI reads any invoice format—PDF, scan, photo. Extracts supplier, invoice number, line items, quantities, prices, GST automatically.

Discrepancy Detection

Catches price increases, quantity mismatches, duplicate invoices. You review exceptions only—not every invoice.

Xero Integration

Bills created in Xero automatically with correct supplier, line items, and coding. One-click approve and schedule payment.

70% Time Savings

8-12 hours → 2-3 hours per fortnight. Plus catch overcharges before payment—typical savings 2-5% of spend.

Common Invoice Errors Caught

Price Discrepancies

  • • Price increased since PO was raised
  • • Wrong unit price (per kg vs per tonne)
  • • GST calculation errors
  • • Freight charges not on PO

Quantity Mismatches

  • • Invoiced for 100, received 80
  • • Partial delivery not accounted for
  • • Backorder invoiced early
  • • Returns not credited

Duplicate Invoices

  • • Same invoice sent twice
  • • Statement includes paid invoices
  • • Credit note not applied
  • • Different invoice number, same order

AI Catches All These

  • • Flags for human review
  • • Suggests resolution
  • • Tracks supplier error rates
  • • Learns your approval patterns

Annual Savings from AI Invoice Matching

$15,000 – $30,000

in reduced admin time + caught overcharges

Processing Time Comparison

Manual Process

16-24 hrs

per month

With AI Matching

4-6 hrs

per month

Time Saved

12-18 hrs

per month

Monthly Labour Cost (Manual)

16-24 hrs × $45/hr

$720-$1,080

Monthly Labour Cost (AI)

4-6 hrs × $45/hr

$180-$270

Overcharge Prevention

Typical invoice errors caught: price increases, quantity mismatches, duplicates

Manual error rate: 2-5% • AI error rate: <0.5%

2-5%

of spend recovered

Total Annual Value

Labour savings + prevented overcharges on $500K-$2M annual spend

$15K-$30K

per year

Note: Figures based on typical WA mining supplier invoice volumes (50-100+ per month). Labour cost assumes $45/hr admin rate. Overcharge prevention based on industry averages for manual vs automated 3-way matching. Actual savings vary based on invoice volume and supplier complexity.