Purchase invoices
An approved invoice becomes a purchase invoice (AP bill) against its PO, with your GST tax codes, the supplier found by GSTIN and a duplicate check.
Accounts payable · ERP
Accounts payable automation for your ERP
Supplier invoices are read as they arrive, matched with the purchase order and goods receipt in your ERP, and saved there for your team to review. Only the exceptions need a person.
01The problem
Where AP time goes today
- Invoices keyed into the ERP line by line, with GSTINs, HSN codes and the tax split typed by hand
- PO and GRN checked by switching between screens, or skipped when the month-end rush starts
- Price and quantity differences found after payment, when they are hardest to recover
- The same invoice entered twice because it arrived by email and again by courier
02With a workflow
What changes
- Each invoice is read and checked as soon as it arrives, scans included
- Prices and quantities are compared with the PO and the goods received in your ERP
- Matched invoices wait in your ERP for review, against the right PO and supplier
- Your team opens only the invoices that did not match, with the reasons written out
- An invoice already in the ERP for that supplier is never posted again
03How it works
From the inbox to a draft in your ERP
Every invoice follows the same path. A person steps in only when the ERP check finds a difference.
- Step 01
Receive
Supplier invoices by email, upload or API, including scans
- Step 02
Read
GSTIN, PO number, line items and GST totals, checked
- Step 03
Match
Prices and quantities against the PO and goods received in your ERP
- Step 04
Post
Purchase invoice against the PO, saved as a draft or posted
- Step 05
Exceptions
Anything that does not match goes to a person, with the reasons
04Supported ERPs
Works with the ERP you already run
Seven ERP connectors, all in beta. Each adds the same four steps to the workflow editor, so a workflow reads the same whichever ERP is behind it.
SAP
- SAP S/4HANA
- SAP Business One
Microsoft
- Dynamics 365 Business Central
- Dynamics 365 Finance & Operations
Oracle
- NetSuite
Open source
- Odoo
- ERPNext
Any other system
- Webhook or REST API
Supplier master
A supplier approved in onboarding is created in the ERP with GSTIN, PAN, address, contact and bank details.
Goods receipts
A scanned GRN from the stores is posted as a goods receipt against the PO, using accepted or received quantities (all except Finance & Operations).
Live ERP checks
Ask the ERP before acting: does the invoice match its PO (2- or 3-way), does the PO exist, is the supplier set up? The workflow goes Yes or No.
Cloud ERP or a public address
Connect with the ERP's HTTPS address and an API user. The connection is tested when you save it.
On-premise ERP over your VPN
With a site-to-site VPN, your ERP's private network is added to an allowed list. Every other private address stays blocked.
053-way matching
Pay only for what you ordered and received
Three documents should agree before an invoice is paid. The ERP check step compares them line by line, using the PO and goods receipts already in your ERP. 2-way compares the invoice with the PO only. 3-way adds the goods received, so you do not pay for goods that never arrived.
- Step 01
Purchase order
What you agreed to buy: items, quantities and prices.
- Step 02
Goods receipt (GRN)
What actually reached your stores and was accepted.
- Step 03
Supplier invoice
What the supplier is asking you to pay.
Tolerances you set on the step
Defaults shown; change them per workflow.
| Tolerance | Default | What it controls |
|---|---|---|
| Price tolerance | 1% | How far an invoice rate may be from the PO rate. |
| Quantity tolerance | 0% | How much more than was received may be invoiced. |
| Total tolerance | ₹1 | Rounding allowed between the taxable total and the PO prices. |
Also stops the invoice when
Each reason is written into the result, ready for the email to your team.
- The PO is closed, cancelled or fully invoiced
- The supplier's GSTIN differs from the one on the PO
- An invoice line is not on the PO
- More is invoiced than was received, counting earlier invoices on the PO
- The PO number is missing or not found in the ERP
06Built as a workflow
A flow your team can read and change
The match is a step on the workflow canvas with Yes and No branches. Add an approval, a Google Sheet register or a Teams message wherever you need one. How workflows work
- The check step goes Yes or No, like any condition
- The differences can go into the email: {{steps.n3.summary}}
- Test on a real invoice before switching it on
- Each run shows the result, with a link into the ERP where it has one
07Careful with your books
Built for the ledger, not a demo
An ERP is the record your auditors rely on. The connectors are cautious by default.
Drafts for review
Invoices are saved for review by default (a draft, parked or pending invoice, depending on the ERP), so your team checks and posts them there. Switch to posting straight away when you trust the flow.
Never posted twice
Before posting, the step looks for the same invoice number from the same supplier in the ERP and skips it when it is already there.
PO rules you choose
Post against the PO when the invoice quotes one, always require a PO, or post to an expense account without one.
Encrypted credentials
ERP passwords, API keys and tokens are encrypted at rest and never shown again after saving.
Private networks only when allowed
Connectors cannot reach private addresses unless that specific network, such as your VPN, has been allowed.
Every run recorded
The run history shows what was matched, what was posted where, and why anything stopped. Re-run once it is fixed.
08FAQ
ERP questions
SAP S/4HANA, SAP Business One, Microsoft Dynamics 365 Business Central, Microsoft Dynamics 365 Finance & Operations, Oracle NetSuite, Odoo and ERPNext. These connectors are in beta. Tally, Zoho Books and QuickBooks have their own steps, and any other system can receive the data through a webhook or the REST API.
Not unless you choose that. The invoice step saves a draft in the ERP by default, so your accounts team reviews and posts it there. Turn the draft option off on the step to post straight away. Finance & Operations always keeps invoices as pending vendor invoices, and NetSuite has no draft bills: there, bills can wait for approval when bill approval routing is switched on.
For each invoice line, the matching PO line is found by item code or description. The invoice rate is compared with the PO rate, and the invoiced quantity with what was received against that PO, less anything already invoiced. The invoice's taxable total is compared with the PO prices. A 2-way match leaves out the goods received and compares with the quantity ordered.
The check step goes the No way and nothing is posted. Usually the workflow emails or messages your AP team with the list of differences. Once it is sorted out — for example, the missing GRN is posted — run the workflow again from the run history.
Yes, as long as our servers can reach it: either through a public HTTPS address, or over a site-to-site VPN to your network. For a VPN, your ERP's private network is added to an allowed list; every other private address stays blocked. Certificate checking can be switched off for a server inside the VPN that uses a self-signed certificate.
Yes. When a supplier is approved in supplier onboarding, a workflow can create them in the ERP with GSTIN, PAN, address, contact and bank details. Scanned GRNs from your stores can be posted as goods receipts against the PO, so the 3-way match has received quantities to compare. Dynamics 365 Finance & Operations is the exception: post product receipts there, and the check step reads them for the match.
The invoice step has a small table that maps each GST rate to your ERP's tax code — for example 18 to your 18% GST code — with a separate entry such as IGST 18 for inter-state invoices.
No. You connect the ERP once with its address and an API user, then build the workflow on the visual canvas. Your ERP team may need to create that API user and give it access to purchase orders, invoices and suppliers.
09More solutions
Feed the match with clean data
GST invoices
Read supplier GST invoices from email, upload or API and get invoice number, GSTIN, HSN lines and tax totals as Excel, JSON or a webhook.
Purchase orders & GRN
Capture purchase orders and goods receipt notes into structured data for three-way matching: PO numbers, items, quantities received, accepted and rejected.
Supplier onboarding
Collect GST certificates, PAN, cancelled cheques and MSME certificates through a branded supplier portal, check them against each other automatically, and create approved suppliers in Tally, Zoho Books, QuickBooks, your ERP or your vendor master.