Capture supplier invoices, match invoice numbers and references against statements, identify exceptions, and keep accounts payable records organised.
Invoice matching in accounts payable is the process of confirming that a supplier invoice corresponds to something in your records — a purchase order, a statement line, or a prior approval. For most finance teams, the most common task is ensuring that invoices received from a supplier match the references on the supplier's monthly statement.
Without reliable matching, finance teams risk paying for invoices twice, approving invoices not yet received, or missing invoices that are shown on a statement but were never captured.
Balancely uses the invoice number or reference as the primary matching key. When a supplier statement is uploaded, Balancely extracts each reference from the statement and checks whether a corresponding invoice exists in your records.
The most common use of invoice matching in AP is reconciling a supplier statement at month end. Balancely takes the reference list from the statement and checks it against your invoice records. Lines that match are confirmed. Lines with no corresponding invoice are flagged as missing. Lines where the reference exists but the amounts differ are flagged as mismatches. Learn more about supplier statement reconciliation in Balancely.
Not every invoice in a reconciliation will match perfectly. Balancely surfaces exceptions — missing invoices, amount mismatches, and failed extractions — so your team can prioritise what needs attention.
Invoices that need review can be approved, rejected, or flagged for follow-up. Each action is recorded so your team has a clear history of decisions made at month end.
Upload invoice PDFs or images directly to Balancely. The system extracts the invoice reference, date, supplier name, and totals for matching.
Invoices forwarded to your Balancely inbound address are captured automatically, so invoices sent directly by suppliers are available for matching without manual steps.
When a supplier sends a combined PDF containing a statement and invoice copies, Balancely processes the whole pack and reconciles the statement against the extracted invoice data.
Systematic matching reduces the chance of missed invoices and incorrect payments.
Upload a statement and get a structured match result in minutes rather than hours.
Missing invoices and mismatches are surfaced immediately, not discovered after payment.
Resolve statement discrepancies with suppliers based on accurate records, not guesswork.
Invoice matching in accounts payable is the process of checking that an invoice number or reference on a supplier document corresponds to a record in your own books. For statement reconciliation, it means checking whether every reference on a supplier statement has a matching invoice in your system.
Balancely extracts invoice references from supplier invoices and statements using document processing. References from the statement are compared against invoice records already in your account. Lines are marked as matched, missing, or a mismatch depending on whether a corresponding invoice exists and whether the amounts agree.
When a statement line has no matching invoice in your records, Balancely flags it as missing. Your team can then request the invoice from the supplier, check whether it was filed under a different reference, or investigate before approving payment.
Balancely supports an inbound email workflow where invoices sent to a designated email address are captured and processed automatically. This allows invoices received by email to be matched against statements without manual upload.
Invoice matching typically refers to checking that individual invoice details are correct. Supplier statement reconciliation is a broader process of comparing all transactions on a supplier statement against your records for a given period. Balancely supports both through a unified workflow.
Move from spreadsheet-based matching to a structured, exception-focused AP workflow that helps your team close the month with confidence.