3-way match agent
Matches the purchase order (PO), the goods receipt and the supplier's bill line by line, and holds the bill until any difference is sorted out.
Validated with each clientWhat does 3-way match replace? The work of an accounts executive: match the PO, goods receipt note (GRN) and bill, and flag differences. Matches the purchase order (PO), the goods receipt and the supplier's bill line by line, and holds the bill until any difference is sorted out.
Shows why
It shows the reasons behind every item it lists, in words.
Waits for you
Nothing is filed, paid or posted until a person says so.
Gets reviewed
Every approval and correction is recorded, so you can see how well it does on your own books.
A bill with this agent
Take a manufacturer that buys steel and packing material on purchase orders, with a storekeeper at the gate and two accountants.
- The goods arrive. The storekeeper records a goods receipt note against the purchase order, with the quantity accepted on each line.
- The supplier's bill comes in. Your accounts executive enters it, or lets the AI Invoice Extractor read it into bill fields first.
- Kinnow lines up the three documents. For a bill above your match limit it compares the order, the receipt and the bill line by line. It checks that the bill does not charge for more than was received and not yet billed, that nothing was received beyond what was ordered, that the bill rate is within 1% of the order rate, and that the bill total is not more than 2% above the order total.
- A clean match goes forward. The bill shows as Matched, and the accounts executive approves it in the usual way.
- A difference holds the bill. The bill shows as Exception and cannot be approved while the difference stands. A panel, "What to ask the supplier for", prices the gap: units billed beyond what was received, and rates above the agreed rate.
- A person chooses what to do. She can copy a ready-written message to the supplier, send it by email or WhatsApp with a click after reading it, or raise a debit note that opens in Account already filled in. Nothing is sent or raised until she does it.
When the executive approves, Kinnow runs the check again on the receipts and orders as they stand that moment. A bill cannot claim goods that an earlier bill has already used up.
Bring three bills with a mismatch. We will show the check and the claim on your own documents.
What it reads and what it hands back
| What it reads | What it hands back | Where it lands |
|---|---|---|
| Purchase order: ordered quantity, rate, total | Matched or Exception for the bill | Bill page, 3-Way Match status |
| Goods receipt: quantity accepted on each line | The list of differences: billed beyond received, received beyond ordered, rate above 1%, total above 2% | Bill page |
| Supplier bill: quantity, rate, total | A priced claim, a draft message to the supplier and a debit note draft | What to ask the supplier for; Account debit-note form |
| Your match policy: percentage of monthly spend, minimum, flat limit | Whether this bill needs matching at all | Settings: 3-way match policy |
What a person decides
- The match limit. Bills below the limit pass on approval alone. By default the limit is 0.5% of the last 30 days' approved bills in that currency, never lower than a floor (₹50,000 for rupee bills). You can set a flat amount instead.
- Whether to approve. The check blocks approval of a bill above the limit while a difference stands. The decision on what to do next is a person's.
- Whether to claim. Writing to the supplier and raising a debit note are separate clicks. The message can be edited first.
- Second release on large payments. The same policy screen lets you hold payments above an amount until a second person releases them.
- What it never does. Nothing is filed, paid or posted without a person.
Ask Kinnow about this
Ask in plain English. Before it answers, Kinnow shows where the answer will come from and what it will cost, and it uses only what the person asking is allowed to see.
| You could ask | What the answer shows |
|---|---|
| Which supplier bills are on hold because of a mismatch? | Bills with an Exception status, the supplier, and the difference on each line |
| How much have we been over-billed this month? | The priced claims from bills with an exception, by supplier |
| Which suppliers bill above the agreed rate most often? | Rate-variance exceptions grouped by supplier |
| Show the receipt, order and bill for last Friday's bill from the steel supplier. | The three documents side by side, line by line |
Ask us to run your last month of bills through the match and show you what it would have held.
Works with
Part of Buy. In plain words, see three-way match. Nearby:
- AI Invoice Extractor reads the supplier bill before it is matched.
- Vendor Suggest and Reorder Planner work earlier in the same buying cycle.
- Claim every rupee of GST input credit, which looks at the same bills from the tax side.
Vendor Suggest
Suggests vendors using what each can supply, their scorecard and your past dealings, and gives the reason for each. It only suggests and never invites anyone.
BuyReorder Planner
Recommends how much to reorder and when. It skips an item that already has a draft reorder open, and it never raises a PO by itself.
Questions
What does the 3-way match agent do?
Matches the purchase order (PO), the goods receipt and the supplier's bill line by line, and holds the bill until any difference is sorted out.
Does 3-way match act on its own?
No. It compares the three documents line by line and holds the bill when they differ. Nothing is posted or paid until a person approves.
Does 3-way match learn?
Kinnow keeps every approval and rejection, along with how sure the agent said it was, so you can see how it does on your own books. We do not describe it as changing its own behaviour; corrections are kept so they can be reviewed with you.
How is it paid for?
It does not use an AI model. It is part of your agent pack, and there is no charge per user.
What exactly does 3-way match compare?
The purchase order, the goods receipt and the supplier's bill, line by line. It looks at quantity billed against what was received and not yet billed, goods received against what was ordered, the bill rate against the order rate (within 1%), and the bill total against the order total (within 2%).
Does every bill go through it?
Only bills above your match limit. By default that is 0.5% of the last 30 days' approved bills in that currency, never below a floor (₹50,000 for rupee bills). You can set a flat amount instead, and bills below the limit pass on approval alone.
Tell Kinnow what slows you down.
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