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Order confirmation matching

Compare order confirmations with your purchase orders automatically. ImageCapture flags differences in prices, quantities, items and delivery dates within your existing ERP process, so discrepancies become visible before they cause errors, delays or surprises at goods receipt, invoicing or in the accounts.

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See discrepancies before they run through your process

A supplier does not always confirm exactly what was ordered. A price changes, a quantity is off, a different item is supplied or the delivery date slips.

If you only notice this at goods receipt or invoice checking, you are often too late. Finance has to correct, purchasing has to follow up, or operations gets into trouble.

ImageCapture moves that check forward. At the order confirmation stage you already see which documents are correct and which discrepancies need attention.

Linked to your purchase order

ImageCapture uses ERP data such as supplier, purchase order, items, quantities, prices and relevant delivery information.

Recognition at document and line level

Reference, order number, item lines, quantities, prices and delivery dates are recognised from the order confirmation.

Only exceptions need attention

You see straight away what deviates, what status a confirmation has and which actions are needed.

ImageCapture:
from confirmation to a verified purchase order

ImageCapture places the order confirmation next to the order in your ERP. If the confirmation is correct, it can move on faster. If something deviates, it is immediately clear which line needs attention and who needs to follow up.

This gives your team earlier control over exceptions, before they come back later at goods receipt, incoming invoices or 3-way matching.

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What does order confirmation matching actually deliver?

Discrepancies in confirmations seem small, until they come back later in planning, inventory or invoice processing. Checking earlier keeps teams from having to fix things afterwards.

Price differences before the invoice

Reproducible

Changed delivery dates visible sooner

Clear status per order

Reproducible

More overview for accounts and operations

Progress visible

Quantities checked before goods receipt

Less manual comparison

Progress visible

Open actions visible immediately

A better basis for invoice matching

Checking order confirmations in 6 steps

Import

Import confirmations digitally

Order confirmations arrive centrally by email, as PDF, scan or another document format, so files no longer end up spread across mailboxes, paper flows or separate folders.

Recognise

Recognise supplier and purchase order

Supplier, reference, order number and relevant information are recognised. ImageCapture looks up the matching purchase order in your ERP system and retrieves the available order information.

Extract

Extract order data

Item data, quantities, prices, descriptions, products, services, total costs and delivery dates are extracted from the document. Where needed, your team checks whether the recognised data is correct.

Matching

Automatic matching with the purchase order

The document is matched with the corresponding purchase order. Discrepancies in price, quantity, item, order number or delivery date are made visible immediately.

Approve

Review discrepancies and start actions

Depending on configuration, rules, threshold amounts or tolerances, discrepancies can be routed to the right approver or responsible employee. Your team sees which action is needed, which confirmation is still open and where updates to the other party are required.

Success!

Process to the ERP and digital archive

After review, the document is processed to your ERP. If everything is correct, automatic approval or faster processing may be possible. The document, the recognised data, the check that was carried out and the audit trail remain on record.

Recognise

Extract

Matching

Approve

Success!

Import

Smarter processing of order confirmations with AI

AI and machine learning help the software recognise documents more flexibly, including varying layouts, many order lines or recurring trading partners.

This makes matching less dependent on fixed templates, while review, processing and ERP integration remain part of the same process.

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Integrations with ERP, procurement software and financial applications

ImageCapture integrates with more than 60 systems and processes confirmations within your existing ERP system and purchasing process.

The software does not replace a full procurement suite or purchase-to-pay platform. Its strength is the integration: the purchase order remains leading, while matching, discrepancies, status, actions and processing come together in the same way of working.

Our integrations
60+
60+

More than order confirmation matching.

Invoice processing

Automate incoming invoices, from recognition and coding to matching, approval and processing in your ERP.
More info

Procurement Management (P2P)

Digitise purchase requests, approvals, budgets and purchase orders with procurement software that connects to your existing ERP software.

More info

Sales order processing

With sales order processing, orders are read in, checked and processed straight away. Everything stays digitally accessible, so you work faster and keep an overview.

More info

Frequently asked questions about order confirmation matching

Hide first

What is an order confirmation?

An order confirmation is a confirmation from a trading partner in response to an order or purchase order. It contains an overview of the ordered items and details such as shipping and billing information. It often lists products, quantities, prices, total costs, delivery dates, order number and delivery information. In practice, “order confirmation” and “purchase order confirmation” are sometimes used interchangeably.

What does an order confirmation look like?

Order confirmations often arrive as PDF, email, scan or digital document. The layout differs per trading partner, but the document usually contains an order number, item lines, quantities, prices, delivery information, contact details and references. An example: order 4500123 is confirmed for 100 units of item A, at €12.50 each and delivery on 14 May.

What is order confirmation matching?

Order confirmation matching is automatically comparing a confirmation with the corresponding purchase order. It checks, for example, supplier, order number, price, quantity, product, total costs and delivery date.

How do I check a purchase order against a confirmation?

You check whether the confirmation matches what is in the purchase order: supplier, order number, items, quantities, prices, total costs and delivery dates. ImageCapture compares this data automatically and shows the discrepancies.

Why check order confirmations automatically?

Manual entry and comparison take time and increase the risk of discrepancies being noticed too late. By automating this process, you spot price differences, quantity differences and changed delivery dates sooner.

What happens when there are discrepancies?

Discrepancies are recorded for further follow-up. Depending on your configuration, differences can be routed for approval. Status, actions and the check that was carried out can also be recorded digitally.

Can a confirmation be approved automatically?

Yes, depending on the configuration. If the confirmation matches the purchase order and falls within the configured rules, tolerances or threshold amounts, automatic approval or further processing may be possible.

Is this the same as three-way matching?

No. Three-way matching usually compares the purchase order, goods receipt and invoice. Order confirmation matching happens earlier in the process, as soon as it is confirmed what will be delivered. That creates a better basis for goods receipt, incoming invoices and invoice matching.

Is an order confirmation binding or mandatory?

That depends on agreements, terms and context. Online shops and consumer sales are also subject to different rules than business documents exchanged between companies. This page covers B2B documents that organisations use to compare confirmations with purchase orders.

Does order confirmation matching work with my ERP system?

ImageCapture integrates with more than 60 systems. In a demo, we look at which integration fits your ERP system, financial system, process and the way your trading partners send their confirmations.

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