3-Way Invoice Match Approval

Review and approve, or report a mismatch on, a supplier invoice assigned to you for match verification.

Who can use this?

Available to any Organisation User who has been assigned as an approver on an invoice match approval step. Finance and admin roles are not required.

Receive the email notification

When a supplier invoice is routed to your approval step, ProcureFlow sends you an email from [email protected].

The email lists:

The supplier name
The invoice number
The invoice date
The invoice amount
The linked PO reference

Click the Review and verify the match link to go directly to the approval page.

Note: The email subject line reads "You have been assigned as buyer for PO #[PO number]". The step name shown in the email (e.g. "Assign Requestor Approver") corresponds to the approval step configured for your organisation's invoice match workflow.

Email notification for invoice match approval — Step 1: Email notification with invoice details and a direct link to the approval page

Review the invoice match

Under Header Details, the review page shows three columns side by side:

The Purchase Order
The Goods Receipt
The Vendor Invoice

Check that the order amounts, dates, quantities, and payment terms align across all three documents.

Below this, the Line Items Details table compares PO quantity, GR quantity, and invoice quantity for each line, and shows a Matched or Mismatched verdict per line.

On the right, the Match Summary PDF is pre-loaded for reference. You can also switch between the PO, goods receipt proof, and invoice PDF using the Documents panel on the left.

Note: The page title shows "Verify 3 Way Match" when a goods receipt exists, or "Verify 2 Way Match" when there is no GR leg (service invoices billed against a milestone). The approval buttons are only shown while the step is still pending. If the invoice has already been decided, the page is read-only.

Invoice match review page showing header details, line items, and document preview — Step 2: Full review page: header comparison, line item match results, document list, and PDF preview pane

Approve the match

If the invoice matches the PO and receipt, approve it:

Click Approve Match in the top-right corner. A confirmation dialog opens.
Optionally, enter approval remarks: these are recorded against your approval step and visible to finance.
Click Confirm Approval to submit.

Approve Invoice Match confirmation dialog — Step 3: “Approve Invoice Match” dialog with optional remarks field and Confirm Approval button

Confirmation: your signature appears on the Match Summary

After confirming approval, the Match Summary PDF updates immediately.

Your step shows a green SIGNED badge with your name, signature, and the date and time you approved.
Subsequent steps that are still awaiting sign-off show PENDING.
The status banner at the top reflects overall progress, for example "Awaiting approval. 1 of 3 approver(s) have signed."

Note: The Match Summary is an internal document. You can open it in a new tab from the document viewer to save or print a copy for your records.

Match Summary PDF showing Step 1 as SIGNED and remaining steps as PENDING — Step 4: Match Summary after approval: your step shows SIGNED with your name and timestamp; downstream steps remain PENDING until their approvers act

Report a mismatch

If you find a discrepancy (for example a price difference, quantity shortfall, or wrong payment terms), report it instead of approving:

Click Report Mismatch. A dialog opens asking you to describe the discrepancy.
Enter your remarks in the required field. You must explain what does not match before you can submit.
Click Confirm Mismatch to send.

Important: Reporting a mismatch marks the invoice as mis-matched and immediately notifies finance. This action cannot be undone from the approval page. Finance must take corrective action from the invoice record.

Report a Mismatch dialog with required remarks field — Step 5: “Report a Mismatch” dialog; remarks are required before the Confirm Mismatch button submits

Confirmation: mismatch recorded on the Match Summary

After confirming a mismatch, the Match Summary PDF updates to reflect the outcome:

A red MISMATCH REPORTED banner appears at the top, stating the document is not authorised for payment.
Your approval step shows a red REJECTED badge with your remarks and the date and time you reported the mismatch.
All downstream approval steps are automatically CANCELLED. No further approvers need to act.

Next step for finance: Finance will be notified of the mismatch and must resolve the discrepancy on the invoice record before the approval workflow can be restarted.