# Resolve a Mismatched Invoice

Review and resolve a flagged invoice mismatch using the three-way match drawer.

URL: https://www.procureflow.ai/docs/invoices/resolve-mismatch-invoice



<Callout type="info" title="Who can use this?">
  Available to the <GuideRole>Procurement Buyer</GuideRole> assigned to the PO, plus <GuideRole>Procurement Admin</GuideRole> and <GuideRole>Admin</GuideRole>. Finance users can view match details but cannot take resolution actions.
</Callout>

<Steps>
  Finding the Mismatch Invoice [#finding-the-mismatch-invoice]

  <Step>
    Receive the email notification [#receive-the-email-notification]

    When a supplier invoice fails three-way match, ProcureFlow automatically sends an email to the buyer assigned on the purchase order.

    The email includes:

    * The mismatch reason.
    * The invoice details.
    * A direct link to the invoice in the system.

    <GuideNote>
      **Entry point:**

       Click the 

      **Review the mismatched invoice**

       link in the email to go directly to the filtered invoices list.
    </GuideNote>

    <GuideScreenshot src="/docs/screenshots/invoices/resolve-mismatch-invoice/01.png" alt="Mismatch notification email" caption="Step 1: Email notification sent to the PO buyer when a mismatch is detected" />
  </Step>

  <Step>
    Find the invoice in the Pending Resolution list [#find-the-invoice-in-the-pending-resolution-list]

    Open the mismatched invoice:

    1. Navigate to **Orders & Invoices > Invoices**.
    2. Filter by **Status: Pending Resolution**. Any invoice flagged as mismatched and awaiting your action appears here.
    3. In the **3 Way Match** column, click **Resolve Mismatch** to open the match review drawer.

    <GuideTip>
      **Tip:**

       The email link takes you directly to this filtered view, so you can skip the manual filter step.
    </GuideTip>

    <GuideScreenshot src="/docs/screenshots/invoices/resolve-mismatch-invoice/02.png" alt="Invoice list filtered to Pending Resolution" caption="Step 2: Invoice list filtered to Pending Resolution, showing the Resolve Mismatch link" />
  </Step>

  Reviewing the Mismatch [#reviewing-the-mismatch]

  <Step>
    Review the match details in the drawer [#review-the-match-details-in-the-drawer]

    The **Resolve Mismatch** drawer opens with a side-by-side comparison of the Purchase Order, Goods Receipt, and Vendor Invoice.

    Two sections make up the comparison:

    * **Header Details**: order amounts, dates, and payment terms across all three documents.
    * **Line Items Details**: each line with PO quantity, GR quantity, invoice quantity, PO price, and invoice price, so you can spot exactly where the figures diverge.

    The right pane shows the **Match Summary PDF**, which includes the approval chain history.

    Switch between the PO, goods receipt, and invoice PDFs using the **Documents** list below the line items.

    <GuideNote>
      **Note:**

       The mismatch reason entered by the finance verifier is shown in the footer bar at the bottom of the drawer (e.g. "wrong").
    </GuideNote>

    <GuideScreenshot src="/docs/screenshots/invoices/resolve-mismatch-invoice/03.png" alt="Resolve Mismatch drawer showing header and line item comparison" caption="Step 3: Match drawer: header comparison, line items table, Match Summary PDF, and resolution footer" />
  </Step>

  Resolution Options [#resolution-options]

  <Step>
    Route A: Re-submit for approval [#route-a-re-submit-for-approval]

    Use this route when the PO has already been revised or the original mismatch reason no longer applies.

    Click **Re-submit for approval** in the footer. No confirmation dialog appears: the invoice is immediately sent back through a fresh match approval cycle and the drawer closes.

    After you re-submit:

    * The invoice status changes from **Pending Resolution** to **Pending Approval**.
    * The **3 Way Match** column updates to **View Approvals**.
    * Relevant approvers are notified automatically.

    <GuideTip>
      **Tip:**

       If the PO needs to be updated first (e.g. quantities or prices were wrong on the order), click 

      **Revise purchase order**

       to open the PO in a new tab, make your changes, then return and re-submit.
    </GuideTip>

    <GuideScreenshot src="/docs/screenshots/invoices/resolve-mismatch-invoice/04.png" alt="Invoice list after re-submit for approval" caption="Route A: After re-submitting, the invoice status changes to Pending Approval and approvers are notified" />
  </Step>

  <Step>
    Route B: Return to supplier [#route-b-return-to-supplier]

    Use this route when the invoice itself is incorrect and the supplier needs to re-issue it.

    1. Click **Return to supplier** in the footer. A dialog appears asking you to explain why the invoice is being returned.
    2. Fill in the reason.
    3. Click **Confirm return**.

    The invoice is voided and the supplier will need to submit a corrected invoice.

    <GuideWarning>
      **Irreversible:**

       Confirming a return voids the invoice permanently. The supplier must raise a new invoice against the same PO.
    </GuideWarning>

    <GuideScreenshot src="/docs/screenshots/invoices/resolve-mismatch-invoice/05.png" alt="Return Invoice to Supplier dialog" caption="Route B: Return to Supplier dialog: enter the reason and confirm to void the invoice" />
  </Step>

  <Step>
    Route C: Edit invoice details [#route-c-edit-invoice-details]

    Use this route when the invoice figures were captured incorrectly in the system and can be corrected without involving the supplier.

    Click **Edit invoice details** in the footer. A dialog opens pre-filled with the current invoice details:

    * Invoice number
    * Date
    * Total amount
    * Currency
    * Each line item's quantity and unit price

    Then make your corrections:

    1. Correct the relevant fields.
    2. Enter a reason for the correction.
    3. Click **Save and re-submit**.

    The invoice is updated and immediately re-sent for match approval in one step.

    <GuideNote>
      **Note:**

       A reason is required. This is recorded in the audit trail so approvers can see what was corrected and why.
    </GuideNote>

    <GuideScreenshot src="/docs/screenshots/invoices/resolve-mismatch-invoice/06.png" alt="Edit Invoice Details dialog" caption="Route C: Edit Invoice Details dialog: correct header fields and line item figures, then save and re-submit" />
  </Step>
</Steps>