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Stop re-keying supplier invoices: automated 3-way PO matching

Upload a supplier invoice as a PDF, photo, or scan. Field Forge reads it with AI, matches it to the purchase order line by line, flags cost variances before you pay, and updates your parts catalogue at the price you actually paid — so the next quote is costed on real numbers.

See it on your invoicesSee How It Works

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The problem it solves

Reconciling invoices against POs eats the office day

Someone opens the original PO and works through the supplier invoice line by line, deciding what to pay and what to query. It is slow, manual, and the cost usually falls on a coordinator or bookkeeper.

Your parts catalogue drifts out of date

The price you paid sits on the invoice; the old price sits in your catalogue. Two weeks later you quote a similar job on a price you can no longer buy at, and margin leaks out of jobs you thought were profitable.

Variances surface too late

A £20 difference on a line gets noticed when the supplier statement arrives, not before payment. By then the money is committed and the conversation is harder.

How it works

  1. 1

    Upload the invoice as a PDF, photo, or scan

    A PDF, or a photo of a handwritten note or typed document. AI and OCR extract the supplier name and reference, invoice number, date, line items, and totals, then pre-fill the bill with the matched figures.

  2. 2

    See variances before you commit

    Each extracted line is matched against the linked purchase order. Where a unit cost or quantity differs, the variance is shown inline next to the PO cost — for example a PO line of £260 against an invoice of £280 is flagged as +£20, +7.7% — before the bill is saved.

  3. 3

    Update the catalogue with one click

    Lines on the invoice but not on the PO surface as "not on PO" rows to keep, query, or remove. Any line can be added to your parts catalogue at the billed unit cost in one action, so future POs and quotes use the current price automatically.

What you get

  • AI invoice capture from PDF, photo, or scan
  • Three-way matching: PO ↔ delivery ↔ invoice
  • Cost and quantity variance flagging before payment
  • "Not on PO" line detection
  • One-click parts-catalogue updates at billed cost
  • Full PO workflow: raise, approve, issue, receive, invoice
  • Dispute tracking and a complete audit trail

Invoice Capture & 3-Way PO Matching — frequently asked questions

Yes. Upload a supplier invoice as a PDF, photograph, handwritten note, or typed document. AI and OCR extract the supplier and reference, invoice number, date, line items, and totals, then pre-fill the bill with figures matched against the linked purchase order.
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