Two-way or three-way match result
Each invoice checked against its purchase order and, where available, its delivery note.
Supplier documents reconciled before they hit the books
For accounting firms and finance teams handling supplier invoices, purchase orders and delivery notes. Each set of documents is matched, checked and mapped to the right accounts before anything is posted.
Intake
Map
Validate
Execute
Confirm
What this fixes
The situations we hear about in the first call.
Three documents, one manual check
An invoice, a purchase order and a delivery note have to be compared line by line, and it is easy to miss a mismatch when doing it by eye.
Totals don't always add up
Line items, VAT, discounts and rounding are meant to sum to the invoice total, but errors on the supplier's side slip through unless someone checks the arithmetic.
Duplicate invoices get paid twice
The same invoice arrives again, sometimes under a different file name or from a different mailbox, and it is not always caught before payment.
Mapping to the chart of accounts is inconsistent
Each client has their own chart of accounts, and coding the same type of expense correctly for every client takes time and local knowledge.
How it works
Five stages, the same for every stream we build. Anything that fails validation goes to a person, in the tool you already use.
- Intake
Supplier invoices, purchase orders and delivery notes are picked up from the channels you already use, whatever format they arrive in.
- Map
Each invoice is matched to its purchase order and delivery note where they exist, and its line items are mapped to the client's own chart of accounts.
- Validate
Line-item arithmetic is checked against the stated total, including VAT, discounts, deposits and rounding, and the document is checked against prior invoices for duplicates.
- Execute
Documents that pass the two-way or three-way check and the arithmetic check are posted automatically to the accounting system with the source file attached.
- Confirm
A discrepancy report covering mismatches, arithmetic errors and possible duplicates is sent to the accountant, and only clean documents move through without a manual step.
What you get
Arithmetic check
Line sums, VAT, discounts and rounding verified against the invoice total.
Duplicate flag
Invoices that match an existing entry by supplier, number, date or amount flagged before posting.
Chart-of-accounts mapping
Line items coded to the client's own chart of accounts.
Discrepancy report
A summary of mismatches and errors sent to the accountant for review.
Posting log
A record of which documents were posted automatically and which were held for review.
What the pilot measures
We do not quote accuracy percentages before we have seen your documents. These three numbers are agreed at the audit and reported at the end of the pilot.
Straight-through rate
Share of supplier documents posted automatically without a manual correction, tracked across the pilot stream.
Minutes per document
Time from a document arriving to it being reconciled and posted, compared with the current manual process.
Exceptions per 100
How many documents per 100 need an accountant's decision on a mismatch, arithmetic error or possible duplicate.
Systems we connect for this
Merit AktivaXeroQuickBooks OnlineFortnoxVisma eAccountingSmartAccounts1C
Processed in the EU. Original files and extracted data stay in your own systems; a data-processing agreement is available on request.
From audit to autopilot
Pilot scope for this stream: One supplier document stream (for example, one client's purchase invoices) reconciled against its purchase orders, delivery notes and chart of accounts.
Step 1
Audit
We map one document or enquiry stream end-to-end, count volumes and name the systems it touches. You get a written scope and a fixed pilot price.
Free · 3 working daysStep 2
Pilot
One stream goes live on your real documents. Acceptance is measured, not felt: straight-through rate, minutes per document, exceptions.
About two weeks · fixed priceStep 3
Rollout
The remaining streams follow the proven pattern. Monthly report, support, and changes as your systems change.
Stream by streamBuilt before
Case · Accounting firm, Estonia
79% of client receipts and invoices post into Merit without a human touch
How an Estonian accounting firm moved 70+ client companies onto an automated pipeline: 79% of documents post straight into Merit, 0 duplicates in 1 741.
79%of documents post with no human touch
Frequently asked questions
What does this cost?
There is no set price, because it depends on document volume and how many systems are involved. The free audit tells you what is realistic; the pilot price is fixed and agreed before any work starts.
How accurate is the matching and the arithmetic check?
The checks are exact where the data allows: line sums, VAT and totals are verified precisely, and document matching uses supplier, number, date and amount. Anything the pipeline is not confident about is flagged rather than posted.
What happens when a document fails a check?
It is not posted automatically. It goes into a discrepancy report for the accountant, along with what specifically did not match, so the decision stays with a person.
Where does our document and financial data go?
Everything is processed in the EU. The original files and extracted data stay in your own systems. A data-processing agreement is available on request.
Does this work with our existing accounting system?
We build against the system you already use, such as Merit Aktiva, Xero, QuickBooks Online, Fortnox, Visma eAccounting, SmartAccounts or 1C, matching how that system's own invoice handling works. The audit will confirm what is possible for your setup.
Start with the free audit
Three working days, one stream mapped end-to-end, a fixed pilot price on paper. No commitment.
Get a free automation audit