Automatically matching invoices, purchase orders and service confirmations – how 3-way matching works in xFLOWer
How does this work in xFLOWer?
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PO (Purchase Order) data is automatically entered into the system during the procurement process.
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The TIG (service completion certificate) is recorded by the contractor or the responsible internal employee – either on a mobile device or by uploading a document.
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The incoming invoice is recorded in xFLOWer either automatically (e.g. received by email and read from a PDF) or manually.
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The system then automatically checks:
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Does the invoice line item match the items ordered on the PO?
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Has the service certified in the TIG actually been completed?
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Do the prices, quantities, dates and other details match?
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Benefits – what does your company gain?
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✅ Automated checks – faster, more accurate approvals.
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✅ Reduced financial risk – no payments for services that have not been delivered.
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✅ Comprehensive documentation – an auditable, transparent process.
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✅ Fewer human errors – rules-based, system-driven approvals.
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✅ Easy integration with existing ERP or financial systems.
A real-world example
An occupational safety and environmental services provider performs recurring contractual tasks for industrial clients – such as air quality measurements, waste management audits and fire safety inspections. The provider relies heavily on xFLOWer to support its services, using it to send quotations, store contracts and service completion certificates, and generate invoice line items based on those certificates.
- Service completion certificate (TIG): A digital job sheet is created after each completed task, recording the service type, time and location, along with the electronic signature of the client’s representative. This document serves as the TIG throughout the process.
- Purchase order (PO): The services are specified in a framework agreement, based on which the client’s ERP system automatically generates monthly purchase orders with clearly defined services and unit prices.
- Invoice: The provider issues the invoice, which the system automatically compares against the TIG and PO data. If everything matches – the service has actually been delivered, the price matches the PO, and the TIG confirms completion – the invoice is approved without human intervention.
⚠️ An instructive turn of events
On one occasion, before the 3-way matching service was introduced, the TIG document incorrectly included a hazardous waste collection service that was not part of the PO for that month. As a result, the invoice did not receive automatic approval and required a manual review. The review revealed that the additional service had been agreed verbally but had not been formally recorded. This resulted not only in an administrative disruption but also in delayed invoice payment. It prompted the provider and the client to automate the business process, helping to prevent discrepancies from being noticed too late by an employee and causing payment delays.
✅ The lesson
This example shows that 3-way matching does more than help verify invoices – it also brings structure to the related discussions and agreements. Digital, automated matching does not eliminate errors, but it helps detect them in time and maintain transparency in service delivery.
Summary – automated matching without human intervention
3-way matching is more than a financial control method – in xFLOWer, it is a workflow-based, scalable and intelligent automation mechanism that makes invoice management more efficient and secure for any organization with recurring orders and service delivery.
