PO vs Invoice Checker

Upload a purchase order and the supplier's invoice to see price variances, quantity differences, missing lines and items you never ordered.

Reviewed by Dany, RightSums team · Updated

Files are processed in memory and never stored.

procurement · Business · UK & US

The PO vs Invoice Checker does a two-way match between a purchase order and a supplier invoice. Upload both files as PDF, Excel, CSV, Word, text or a photo, and the tool reads the line items from each. It pairs lines by SKU or, where there is no code, by a close description match. Every line gets a status: Matched, Mismatch for a unit price difference, Warning for a quantity difference, Missing if it was ordered but not invoiced, or Extra if it was invoiced but never ordered. It also compares the two totals and checks whether the delivery charge, tax rate, payment terms and PO reference differ. Files are processed on our server and are not stored. Export the audit to a two-sheet Excel file or a CSV.

Accepted inputs

  • PDF
  • Excel (.xlsx, .xls)
  • CSV
  • Word (.docx)
  • Text (.txt)
  • Photos (JPG, PNG)

Outputs

  • Excel (.xlsx)
  • CSV
  • Copy to clipboard

How to use the PO vs Invoice Checker

  1. Upload the purchase order in the first box and the supplier invoice in the second.
  2. The tool reads the line items and totals from each file, using column headings in spreadsheets and quantity × price checks in PDFs.
  3. Lines are paired by SKU first, then by description, and each pair is marked Matched, Mismatch, Warning, Missing or Extra.
  4. Review the variances and header checks on screen, then export the audit to Excel or CSV.

Frequently asked questions

How do I check an invoice against a purchase order?

Upload the PO and the invoice, and the tool matches each line by SKU or description. It shows the ordered and billed quantity, the agreed and invoiced unit price, and the difference in each line total, so you can see where the invoice departs from the order.

What does the checker flag as a discrepancy?

It flags any difference in quantity, a unit price that differs by more than half a penny or cent, PO lines missing from the invoice, and invoice lines that are not on the PO. It also flags a different delivery charge, tax rate, payment terms or PO reference.

Can you show an example of a price variance?

If the PO orders 100 units at £2.50 and the invoice bills 100 units at £2.60, the line is marked Mismatch with a unit price variance of £0.10 and a line total variance of £10.00. If it billed 110 units at £2.50 instead, it would show a Warning with a quantity difference of +10.

Which file types can I upload?

You can upload PDF, Excel (.xlsx or .xls), CSV, Word (.docx), plain text, or a JPG or PNG photo, up to 25MB each. Excel and CSV exports from your purchasing or accounts system give the most reliable results because the columns are already labelled.

Are my purchase orders and invoices stored?

No. Both files are uploaded to our server, read in memory to extract the line items, and not saved after the result is returned. The Excel and CSV files you download are created in your browser from the result on screen.

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