Invoice Matching Software for Enterprise Foodservice

Three-way matching is an accounts-payable control that checks a supplier invoice against two other documents before it’s paid: the purchase order (what you ordered) and the goods received note (what actually arrived). Only when all three agree on items, quantities and prices is the invoice cleared for payment — so you never pay for goods you didn’t order or didn’t receive. Apicbase performs three-way matching automatically, line by line, against the purchase orders and deliveries already in your restaurant purchasing process.

Two-way matching compares the invoice to the purchase order only. Three-way matching adds the goods received note, so quantities and prices are verified against what was actually delivered — catching the short deliveries and substitutions a two-way match misses. Apicbase runs three-way matching by default, because in multi-site foodservice purchasing what arrives rarely matches the order exactly.

Invoice matching software automatically compares each supplier invoice against the related purchase order and delivery record, flags any difference in price, quantity or tax, and routes only the exceptions for review — replacing the manual job of keying invoices and checking them against orders by hand. Apicbase is invoice matching software built for multi-site foodservice: it reads every invoice line — product, quantity, price and VAT — and matches it against what you ordered and received.

A goods received note (GRN) is the record of what a supplier actually delivered — the items, quantities and condition signed for at the door. It’s the third document in three-way matching, and the reason a short or over-delivery is caught before an invoice is paid. Apicbase captures the GRN when a delivery is booked in, on web or mobile.

Apicbase reads every line of an incoming invoice with AI — product, quantity, price and VAT — then finds the matching purchase order and delivery and compares them. It takes PDFs, scans and Peppol/UBL e-invoices in the same pipeline. Fully matched lines are approved automatically; only differences outside your tolerances are flagged for review.

Yes. Apicbase checks every invoice line against the price you agreed and the last price paid, so a quiet increase is flagged the moment it appears — before approval. And because prices sit alongside your recipes, Apicbase shows how a rise affects dish margin, not just the invoice total — which is how invoice matching becomes part of controlling food cost, not just AP.

Yes. Apicbase matches line by line, so a partial delivery, a split order, or a single invoice covering several purchase orders all reconcile correctly — each line matched to the order and delivery it belongs to.

It still matches. Apicbase works out the right purchase order from the supplier, the line items and the delivery date, so a missing or wrong PO number doesn’t stop the match or force a manual search.

You set tolerances for price, quantity and tax. Apicbase approves invoices that fully match automatically and passes them to finance; anything outside tolerance is flagged and routed to the right approver with the purchase order and delivery attached, so it’s resolved with full context in one place.

You can still book the goods in. Apicbase lets you accept and park a delivery that arrives before its PO exists, then create the PO afterwards — a “has PO / no PO” filter shows what still needs resolving. Goods receipt is never blocked at the door.

Yes. Apicbase reads structured e-invoices (UBL/Peppol) and scanned or PDF invoices in the same pipeline, both with per-line VAT — so there’s no separate process for suppliers who send e-invoices.

You stay in control. Apicbase runs a second AI pass over the first read, and on the digital invoice you can add or remove lines, edit totals and undo any field with live totals — so a misread is corrected in seconds, not disputed after payment.

Yes. Apicbase detects duplicate invoices, validates VAT on every line, and flags overcharges and unordered items before approval — with every action logged, so inflated or double payments are caught rather than discovered later.

No. Apicbase checks, matches and approves invoices for payment, but the payment itself stays in your finance or banking system. Apicbase controls what you’re billed, not how you pay it.

Invoice matching is the final step of one connected cycle in Apicbase: purchasing to par and to your recipes, receiving goods against the order, then matching the invoice to both. Because Apicbase shares that data with inventory management and recipes, a matched price flows straight into stock value and dish margin — and the reconciled invoice then exports to your accounting system.

Finance and AP teams use Apicbase to verify and approve invoices; procurement uses it to hold suppliers to agreed prices; operations sees the margin impact of price changes. Apicbase is built for multi-site groups where the same process has to run across many locations and legal entities.

Yes. Apicbase is SOC 2 Type II compliant, with SSO, role-based access control and a full audit trail on every invoice, match and approval.