Match an invoice to a purchase order with an Excel template

To match a supplier invoice to a purchase order, pair the lines on both documents and check prices, quantities and amounts. Add the receipt when you need to confirm what was actually delivered. Keep the documents and the decision made for each discrepancy.

Which documents should you compare?

Two-way matching compares the invoice and purchase order. It checks that the lines and prices reflect the agreed terms. Three-way matching adds the goods receipt to verify quantities delivered and accepted. For services, use the evidence of completion specified in your approval process. Microsoft Learn on invoice matching · Oracle match approval levels

Use the approved purchase order and its authorised amendments. For a partial invoice, add quantities already invoiced on the same line to the current quantity. Check that cumulative total against the applicable limit. If you are matching against receipts, account for accepted deliveries and returns.

Download the invoice matching Excel template

The workbook has a blank template and a worked example, including invoice F-0182 from this guide. Enter one row per item with its quantities and net unit prices. The workbook calculates quantity, unit price and net amount variances automatically.

Download the English Excel template (.xlsx)

Price variance and partial invoice in the Excel template

You can find both lines on the Worked example sheet.

Case	Workbook inputs	Calculated result
Unit price variance (F-0183)	8 units received and invoiced. The order price is €25 per unit before tax and the invoice charges €26.50.	+€1.50 per unit, or +€12 before tax for the line.
Partial invoice (F-0184)	10 units ordered, 6 received and 2 already invoiced. This invoice covers 4 units at the agreed price of €30 per unit before tax.	The total invoiced reaches 6 units against 6 received. 0 units and €0 before tax in variance. Four units remain to be received.

Invoice matching checklist

• Verify the supplier and check for a duplicate with the same supplier and invoice number.
• Find the approved purchase order and confirm that it covers the invoice.
• Match each line to its item reference and unit of measure.
• Compare unit prices, discounts and currency with the purchase order terms.
• Check cumulative quantities, including any previous partial invoices.
• Compare invoiced quantities with accepted receipts if your process requires it.
• Check charges, taxes and totals against the documents and applicable rules.
• Record the discrepancy, decision and approval in the invoice record.

A missing reference, ambiguous unit or unexpected line needs review before export. Apply your team’s documented tolerances. Price and quantity tolerances cover separate checks.

Worked example with 12 units invoiced and 10 ordered

In this test example, invoice F-0182 has one line and references purchase order BC-1048. The unit price is €25 excluding tax and nothing has previously been invoiced on the line.

Document	Quantity	Line amount before tax
Purchase order BC-1048	10	€250
Goods receipt	10	—
Invoice F-0182	12	€300

The unit price matches. The discrepancy is 2 units, worth €50 before tax. Put the invoice into review. If the extra units were accepted, locate the approved amendment and corresponding receipt before running the match again. If the invoice needs correction, attach the corrected document to the record.

Copyable discrepancy record

Invoice · [supplier and invoice number]
Purchase order and line · [reference and line number]
Receipt · [reference or check needed]
Expected quantity and amount · [values and currency]
Invoiced quantity and amount · [values and currency]
Discrepancy and evidence · [difference and supporting document]
Decision and owner · [action, person and approval date]

Automate the preparation of the match

Start with a pilot batch. Gather the documents and prepare a record for each line. Route discrepancies to review with the source invoice, purchase order and receipt references. Your team reviews the decision and approves the data before export.

To assess the pilot, compare data entry and review time per invoice. Track corrected fields and the time spent resolving exceptions. Explore Eltyo’s workflow from invoice intake to approved export. Supplier invoice processing automation