THREE-WAY MATCHING SOFTWARE
Three-way matching software for order, receipt and invoice exceptions.
Three-way matching software compares what was ordered, what was accepted and what the supplier invoiced before invoice approval, then records the resolution of quantity, rate or evidence differences.
THE OPERATING PROBLEM
Keep context with the decision.
A clean invoice total does not prove the goods or service were received as ordered. Without the PO and receipt on the same review path, overbilling and incomplete delivery can pass unnoticed.
WHO IT IS FOR
- Accounts payable and finance reviewers
- Procurement teams resolving commercial exceptions
- Receiving teams recording accepted quantity or service evidence
CONNECTED WORKFLOW
From the request to evidence a reviewer can follow.
Order
Read the authorised quantity, rate and commercial basis.
Receipt
Use accepted full-receipt evidence in the current aggregate match.
Invoice
Compare the supplier's requested quantity and rate.
Resolve
Keep the exception, correction and accountable decision visible before approval.
REALISTIC EXAMPLE
One purchase, end to end.
The PO authorises 40 units, the accepted receipt records 32 and the invoice requests 40. The invoice cannot appear clean; the reviewer sees the eight-unit quantity exception and records how it is resolved.
What RAQOZ does not replace
The current RAQOZ match is an aggregate PO/full-receipt/invoice control. It does not replace tax validation, duplicate-invoice controls, line-level ERP matching or professional invoice review.
Start with one bounded scope
- Agree who records receipt and what counts as accepted service evidence.
- Start with categories where quantity and rate can be reviewed consistently.
- Keep tolerance rules explicit and require reasons for material overrides.
Move from Excel, email and WhatsApp
- Choose one department, location or recurring purchase type; do not migrate every historic spreadsheet on day one.
- Import the supplier and item records that are still active, then assign an owner to duplicates and missing fields.
- Keep old email, WhatsApp and spreadsheet files as source evidence while new purchases begin in the controlled workflow.
- Define who requests, approves, sources, receives and reviews invoices before switching the first live purchase.
Security and evidence boundaries
- Organisation data and procurement records remain tenant-scoped; public-site analytics never receives supplier names, prices, documents or purchase records.
- Material workflow actions retain actor and timestamp evidence, while corrections create new evidence instead of silently rewriting history.
- RAQOZ records procurement decisions and payment states. It does not move money, replace the accounting ledger, certify compliance or issue audit, tax or legal conclusions.
USEFUL NEXT STEPS
Use the workflow before buying it.
BUYER QUESTIONS
Questions worth answering before rollout.
What three documents are matched?
The purchase order, receipt or acceptance record, and supplier invoice.
Does a match prove the invoice is valid?
No. Supplier, tax, duplicate, authority and other checks may still be required.
Does RAQOZ perform line-level matching?
The current public claim is deliberately limited to aggregate PO, full-receipt and invoice matching.
Can an exception be overridden?
An authorised resolution should retain the reason, actor and source evidence rather than making the difference disappear.
ONE PRIMARY ACTION
Prove the workflow with one real purchase.
Start with one department or location. Preserve the old evidence, define the owners and learn before widening the rollout.
Test one invoice journey