2-Way and 3-Way PO Matching Software for Salesforce
Stop paying for things you didn't order or didn't get. Quick Payable checks each invoice line against the purchase order, and against the goods receipt when you use 3-way matching. Lines that don't match create an exception record with the reason, before anyone approves the bill.
Book a Free DemoKey Takeaways
- 2-way matching compares invoice lines to PO lines. 3-way matching adds the goods receipt, so you only pay for what arrived.
- Quick Payable checks product, quantity, unit price, amount, and subtotal on each line, not just the invoice total.
- A failed match creates an exception record with the reason. A person reviews it before the invoice moves on.
- Use 3-way matching for physical goods and 2-way for services and subscriptions where there's nothing to receive.
- Clean matches are what make touchless processing possible. Best-in-class AP teams process 49.2% of invoices with no human touch (Ardent Partners).
What Is 2-Way and 3-Way Matching?
PO matching is how accounts payable checks that a vendor invoice is correct before it gets paid. You compare the invoice to the documents that show what you agreed to buy and what you actually got.
2-way matching compares the invoice to the purchase order. Did the vendor bill the right product, at the agreed price, for the quantity you ordered?
3-way matching does the same check and adds the goods receipt. Did the items on the bill actually show up at your dock?
Matching is a core AP control. It catches overcharges, price changes nobody approved, and bills for items that never arrived. It also gives approvers confidence: if the invoice already matches the PO, they're only confirming the spend, not doing math.
2-Way vs. 3-Way Matching: Which One to Use
Most companies use both. The right choice depends on what you're buying.
| 2-way matching | 3-way matching | |
|---|---|---|
| Documents compared | Invoice and PO | Invoice, PO, and goods receipt |
| What it proves | You were billed what you agreed to | You were billed what you agreed to, for what you received |
| Best for | Services, subscriptions, rent, consulting | Inventory, raw materials, equipment, supplies |
| Extra work | None beyond the PO | Someone records the receipt when goods arrive |
| Main risk it stops | Price and quantity overbilling | Overbilling plus paying for short or missing shipments |
Invoices with no PO, like utilities or one-off repairs, skip matching. They go straight to approval, so the approver's review matters more. Our invoice approval software page covers how those get routed.
How PO Matching Works in Quick Payable
PO and PO lines live in Salesforce
Your purchase orders and their line items are records in Salesforce. Quick Payable can also generate a PDF of a PO and its lines, stored in Salesforce Files.
Goods receipt is recorded
For 3-way matching, the goods receipt is recorded against the PO when items arrive.
The invoice is captured
The vendor's invoice comes in by email or upload. AI OCR reads the PO number, line items, quantities, prices, subtotal, tax, and total.
Lines are matched
Quick Payable compares each invoice line to the PO line: product, quantity, unit price, amount, and subtotal. With 3-way matching, it also checks the line against the goods receipt.
Pass or exception
If the lines meet your matching criteria, the invoice moves to Waiting For Approval. If not, Quick Payable creates an exception record with the reason for the failed match.
A person resolves it
AP reviews the exception, works it out with the buyer or vendor, and corrects the record. The invoice then continues through approval.
You configure which match type applies. The invoice data comes from AI OCR invoice processing, so clean scans and a PO number on the invoice make matching work best.
Example: A 3-Way Match That Fails
A distributor orders 100 cases of packing tape. Here's what each document says. Names and numbers are made up.
| Field | Purchase order | Goods receipt | Vendor invoice | Result |
|---|---|---|---|---|
| Product | Packing tape, case of 36 | Packing tape, case of 36 | Packing tape, case of 36 | Match |
| Quantity | 100 cases | 95 cases | 100 cases | Billed 5 more than received |
| Unit price | $12.00 | n/a | $12.50 | $0.50 over the PO price |
| Line amount | $1,200.00 | n/a | $1,250.00 | $50.00 over the PO amount |
What the invoice asks you to pay: 100 × $12.50 = $1,250.00
What you actually owe: 95 received × $12.00 PO price = $1,140.00
Overbilling caught: $110.00 on one line
A 2-way match alone would catch the $0.50 price gap but miss the 5 missing cases, because the quantity billed matches the quantity ordered. That's why 3-way matching matters for physical goods. In Quick Payable, this invoice gets an exception record listing both reasons, and AP asks the vendor for a corrected invoice or a credit memo.
Common Match Exceptions and How to Fix Them
| Exception | Usual cause | Fix |
|---|---|---|
| Price doesn't match | Vendor raised prices and the PO wasn't updated | Confirm the new price with the buyer, update the PO, then rematch |
| Billed more than received | Partial or short shipment | Hold until the rest arrives, or ask for a corrected invoice |
| No goods receipt yet | Receiving hasn't logged the delivery | Ask receiving to record it; the match runs once it's there |
| Unit of measure differs | PO says cases, invoice says each | Agree on one unit with the vendor and fix the PO |
| Extra lines for freight or fees | Charges not on the PO | Add them to the PO if agreed, or dispute them |
| PO number missing or wrong | Vendor left it off the invoice | Ask vendors to put the PO number on every invoice |
Track which exceptions come up most. If one vendor keeps failing on price, the fix is updating their PO prices, not reviewing every invoice by hand. Industries with heavy PO volume, like distribution, see the biggest payoff from fixing repeat exceptions at the source.
Why Matching Drives Faster, Cheaper AP
An invoice that matches its PO cleanly doesn't need anyone to check the math. That's what lets best-in-class teams run about half their invoices with no human touch, according to Ardent Partners. Matching is the gate that makes touchless invoice processing safe.
Matching also sits next to duplicate checks. A matched invoice can still be a second copy of one you already paid, so Quick Payable runs duplicate invoice detection too.
How to Get PO Matching Working Well
- Decide which vendors or purchase types use 3-way matching and which use 2-way.
- Make sure receiving records goods receipts promptly. A late receipt looks like a failed match.
- Ask vendors to put your PO number on every invoice.
- Keep PO prices current when contracts change.
- Agree on units of measure with each vendor up front.
- Give one person ownership of match exceptions so they don't sit.
- Test with a few real POs, receipts, and invoices in a Salesforce Sandbox before going live.
Matching is one step in the bigger AP process. See how it fits with capture, approval, and export in accounts payable workflow automation.
Is Quick Payable PO Matching Right for You?
Strong fit
- Your company runs on Salesforce
- Most of your spend goes through purchase orders
- You buy physical goods and need proof of receipt
- Approvers are tired of checking prices by hand
- You want an exception record, not a sticky note, when something's off
Check first
- You don't use Salesforce
- Few of your invoices have a PO
- You need tolerance rules for small price gaps (ask about your matching criteria in the demo)
Quick Payable is built by Differenz System, a Salesforce consulting company since 2013 with ISO 27001:2022 certification. Setup steps are in the Quick Payable documentation.
Catch Overbilling Before Anyone Signs the Invoice
Book a Free Demo2-Way and 3-Way Matching FAQs
What is 3-way matching in accounts payable?
3-way matching checks that the vendor invoice, the purchase order, and the goods receipt agree before the invoice is approved. It confirms you were billed the agreed price for items you actually received.
What is the difference between 2-way and 3-way matching?
2-way matching compares the invoice to the purchase order. 3-way matching adds the goods receipt, so it also catches bills for items that were short-shipped or never arrived.
What does Quick Payable compare during a match?
Quick Payable compares invoice line items to purchase order line items, including product, quantity, unit price, amount, and subtotal. With 3-way matching, it also validates each line against the goods receipt.
What happens when an invoice fails the match?
Quick Payable creates an exception record with the reason the match failed. A user reviews it, resolves the problem with the buyer or vendor, and the invoice then continues through approval.
When should I use 2-way matching instead of 3-way?
Use 2-way matching for services, subscriptions, and other purchases where there is nothing physical to receive. Use 3-way matching for inventory, materials, and equipment.
Do invoices without a PO get matched?
No. Invoices without a purchase order skip matching and go to approval, so the approver's review is the main check on those bills.
Is PO matching configurable in Quick Payable?
Yes. 2-way and 3-way matching are configurable, so you can set up the type of match that fits how you buy. Confirm your specific matching criteria during the demo.
Can Quick Payable create purchase order PDFs?
Yes. Quick Payable can generate a PDF for a purchase order and its line items, and stores it in Salesforce Files.
Does matching replace invoice approval?
No. Matching confirms the invoice is correct against the PO and receipt. Approval confirms the spend is authorized. Quick Payable runs both.
How much does Quick Payable cost?
Quick Payable is $100 per user per month with a 15-day free trial, and every feature, including PO matching, is included.
Book a demo and bring a real PO, its receipt, and the vendor's invoice. We'll run the match and show you what an exception record looks like.
$100 per user per month · 15-day free trial · Every feature included