Dooap’s intelligent matching automation analyzes each invoice and automatically adjusts matching data, enabling a fully touchless process for partial invoices.
How it works
1. Invoice and PO Comparison
The system compares each invoice line with your available PO lines using key information such as:
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Item ID and description
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Quantity and unit price
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Extended amount (price × quantity)
If everything matches, the system confirms it automatically — no action needed.
2. Partial Deliveries
When an invoice only covers part of a delivery, the system adjusts the quantity to match the invoice — keeping the PO and invoice consistent.
3. Smart Grouping of PO Lines
When there are multiple PO lines for the same item (or multiple receipts), the system automatically groups them together. It then compares the total ordered quantity to the invoice quantity and decides what to do:
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If quantities match: No change needed.
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If there’s less invoiced than ordered: The system suggests adjusting the quantities down, or even dropping the extra lines.
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If there’s more invoiced than ordered: The system keeps what’s available — it never increases quantities over what is allowed. This type of invoice can be set to wait for a new product receipt to come in, prompting the system to retry the assisted matching once more items become available.
4. Price Variances
If the price on the invoice differs clearly from what was ordered, the system automatically updates the matching price.
A user is always needed to review and accept the change so that it reflects a legitimate price update.
5. Freight and Other Charges
If the invoice includes a charge that doesn’t belong to any PO item (for example, freight, discounts, or environmental charges), the system adds it separately as a miscellaneous charge.
The system intelligently selects the charges code based on your predetermined process, and the type of charge in question.
6. Uninvoiced Items
If the invoice doesn’t include some of the items that were ordered, those lines are simply marked as not invoiced and dropped from the matching view.
Example
Imagine you receive an invoice for:
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1 × HDMI Cable 6′ at 13.50
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2 × HDMI Cable 12′ at 24.00
- Freight charge of 15.50
But when placing the order, old pricing was used and potential freight charges were not accounted for. There's also an additional item was ordered and received, but is yet to be invoiced.
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1 × HDMI Cable 6′ at 9.60
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2 × HDMI Cable 12′ at 23.99, received on two separate occasions.
- 1 x Keyboard at 31.96
Normally, Dooap notices the situation, and alerts the user with clear indications that something is not quite right here, leaving the users to do the heavy lifting.
How AI can resolve the situation
Enter Dooap AI-Assisted PO matching. In order fully automate the invoice receival, the system scans the invoice lines and compares them to the original purchase data.
Based on the analysis it then:
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Adjusts HDMI 6′ price and tax, as it clearly differs between order and invoice.
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Notices HDMI 12' price differs, but is within an accepted rounding tolerance. As the total item count across two receipts adds up, no actions are needed on this line.
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Drops the extra Keyboard, as this item was not included on the invoice. As a result, the unused product receipt is also dropped, and will be available for the next invoice.
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Adds Freight as a separate Miscellaneous charge, to finally complete the matching.
End result: your invoice perfectly matches your order within tolerance, with minimal adjustments and no manual edits! The system greets you with a comment, stating the actions taken. All adjustments will be logged clearly in the audit log for further analysis. And as always, to revert the AI changes, you can easily backtrack to the original matching situation.
The system is in beta testing stage, coming soon.