01Guide · Document match

AICTIONBOT™ · Guide

Document match: do requisition, order, confirmation, goods receipt and invoice fit together?

One purchase leaves five documents behind, and something can slip at every hand-over: more ordered than requested, ordered before the approval, a different price in the order confirmation, less accepted than invoiced. The Document Match puts all five side by side, checks every line at every hand-over and writes the queries to supplier and requester.

Match documents nowAll tools

AICTIONBOT™ reads your documents, the match itself runs without AI on fixed rules. No account, the documents are read for this match only and discarded afterwards. One run counts as one of the three free AI evaluations a day.

02Match now · PR, PO, OC, goods receipt, invoice

AICTIONBOT™ Workbench · AI reads, rules match

Document Match

Result: four verdicts (requisition, OC check, 2-way, 3-way), the payment guard, header data and lines side by side with a traffic light and a ready query sheet for supplier and requester. When the page opens, invented sample documents are already matched so you see the result straight away.

Purchase requisition PR

—

Purchase order PO

—

Order confirmation OC

—

Goods receipt or delivery note GR

—

Invoice INV

—
Requisition · PR ↔ PO—
OC check · PO ↔ order confirmation—
2-way · PO ↔ invoice—
3-way · PO ↔ goods receipt ↔ invoice—

Payment guard Linked to Vendor Master X-ray

—

The match says whether the documents fit together. The payment guard says whether the money goes to the right supplier: it puts the invoice next to the vendor master.

Master: Sample master, 5 vendors (invented) Invoice: —

    CSV columns: no, name, vat_id, iban, country, last_payment, blocked. The file stays in your browser.

    Header data

    Items

    matcheswithin tolerancedeviationmissing, ask
    ItemMaterialQuantityPriceDelivery dateINV amount
    PRPOOCGRINVPRPOOCINVPRPOOC

    Query sheet

      The AI reads scanned documents and photos as images, free of charge up to 3 pages per document. The AI only extracts the data. The match runs without AI, by fixed rules. No legal advice, no posting: the result is a review sheet.

      03What the match checks

      At every hand-over, line by line.

      The purchase order is the reference. Without one, the next document becomes the reference: order confirmation, requisition, invoice. So any combination can be matched, for example requisition against invoice or goods receipt against invoice. If a document is missing, the match continues with the others and says which comparison is missing because of it. You set the tolerances for price, quantity, date and budget yourself.

      1. Requisition against orderDoes the order refer to the right requisition, was the requisition approved, and was the order placed only after the approval? Plus cost centre and requested supplier.
      2. More ordered than requestedOrder quantity above the requisition, price above the estimated price plus budget tolerance, delivery date after the requested date. Lines without a requisition and requested lines that were never ordered.
      3. Order against order confirmationQuantity, price per price unit, delivery date, payment terms, Incoterms and currency. No order confirmation matches by itself: every deviation gets a query.
      4. Order against goods receiptAccepted quantity against ordered quantity, partial deliveries and missing goods receipts.
      5. 2-way and 3-way match with the invoiceInvoice price against order price, invoiced quantity against ordered and accepted quantity, amount against quantity times price, total against lines, missing order number on the invoice.
      6. Payment guardThe invoice next to the vendor master: new bank details, unknown VAT ID, dormant or blocked vendor. You add the master as CSV, it stays in your browser.

      04In the chain · inputs

      Four checkers, one chain.

      The Document Match checks one purchase from requisition to invoice. The Vendor Master X-ray prepares the vendor master for the payment guard. The goods receipt and invoice match, GR/IR, is already part of it. What is still stuck after that runs into the discount period: that is where the Discount Radar takes over.

      1. Delivers clean-up listVendor Master X-rayWhich supplier is duplicated, incomplete or suspicious?
      2. HereDocument MatchDo requisition, order, confirmation, goods receipt and invoice fit together?
      3. Delivers rerouting listApproval Matrix CheckerWho may approve, and are they still here?
      4. Delivers payment run and follow-upDiscount RadarWhich discount expires, and who saves it?
      Inputs: Document Match
      InputRequiredFormat
      Purchase requisitionoptionalPDF, photo or text
      Purchase orderoptionalPDF, photo or text
      Order confirmationoptionalPDF, photo or text
      Goods receipt or delivery noteoptionalPDF, photo or text
      InvoiceoptionalPDF, photo or text
      Vendor masteroptionalCSV: nr, name, ustid, iban, land, letzte_zahlung, gesperrt

      At least two documents, in any combination. On the free tier AICTIONBOT™ reads up to 3 pages per document, with the Workbench licence long documents too.

      From the archive, anonymised: in a sample, not one of 100 order confirmations matched the purchase order in every field. A single project counted around 130,000 exception cases in invoice verification. More than two thirds of the fraud cases in one analysis started with an email about new bank details.

      05Questions and answers

      What businesses ask us most.

      Which documents do I need?

      At least two, in any combination: for example requisition against invoice, order confirmation against invoice or goods receipt against invoice. The more documents, the more comparisons: with the requisition the requisition check, with the order confirmation the OC check, with the invoice the 2-way and with the goods receipt the 3-way match.

      What does the AI do, and what not?

      The AI reads the documents and takes over only values that are printed there. If a value is missing, the field stays empty. The match runs without AI on fixed rules, so every deviation looks the same, no matter who checks.

      Are my documents stored?

      No. They are read for this match only and discarded afterwards. The vendor master for the payment guard does not leave your browser at all. You do not need an account.

      Can I load scans and photos?

      Yes. AICTIONBOT™ reads PDFs without a text layer and photos as images. Still check marked values against the original.

      What does the match cost?

      Three AI evaluations a day are free, one match counts as one. The Workbench licence at €14.99 net per month or €149 net per year lifts the daily limit and reads long documents. You can try it free for 7 days, no card.

      Check now

      Check first, then let it run.

      AICTIONBOT™ reads your documents, the match itself runs without AI on fixed rules. No account, the documents are read for this match only and discarded afterwards. One run counts as one of the three free AI evaluations a day.

      Match documents now

      Part of the AICTIONBOT™ Workbench

      More tools for your purchasing.

      Check price increases against official figures, match invoices against order and delivery note, check contracts for clauses and deadlines, screen suppliers against sanctions lists. Free in the browser, as a Windows app, as a Mac app and on the iPhone.

      See all toolsVendor Master X-rayApproval Matrix CheckerDiscount RadarCheck an invoiceCheck a price increase

      Guide by Dario Kulić, KULIC Advisory, Cologne. Twenty years of purchasing in large companies. Not legal or tax advice. Last updated: October 2026.