Logistics & P2P

Automation of the Incoming Invoice Process

Automatically validate incoming invoices and match them against delivery and service data — including line-item-level 3-way matching and structured ERP handover.

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Challenge

Why manual invoice verification becomes a bottleneck

In the purchase-to-pay process, invoice verification is often done manually — especially with PDF invoices accompanied by supporting documents such as weighbridge tickets.

High Manual Verification Effort

Quantity, price, and material matching between invoice, purchase order, and delivery note is done manually. Each line item must be individually checked and reconciled in the ERP.

Long Processing Times

From invoice receipt to approval and posting, days often pass. Media breaks between email, ERP, and departments slow down the entire process.

Lack of Transparency

Discrepancies and exception cases are hard to track. Without a central dashboard, there is no overview of open invoices, blockers, and approval status.

Solution

How Dokumentas automates invoice verification

AI-powered extraction, automatic 3-way matching, and a central approval dashboard — for end-to-end automation through to ERP handover.

AI-Powered Extraction

Automatic extraction of all relevant data at header and line-item level — from PDF invoices, weighbridge tickets, and supporting documents.

Automatic 3-Way Matching

Line-item-level matching of invoice, purchase order, and service data from the ERP — with automatic categorization into green, orange, and red.

Central Approval Dashboard

All invoices at a glance — with status, validation logic, and targeted handling of discrepancies. Standard cases are processed automatically.

Automated ERP Handover

Verified and approved invoices are transferred directly and in a structured format to NetSuite — for end-to-end automation of the P2P process.

Results

Measurable results in the P2P process

Typical results after deploying automated invoice verification in logistics.

-70%

Manual Verification Effort

-65%

Processing Time to Approval

95%

Matching Rate for Standard Cases

FAQ

Frequently Asked Questions

Answers about automating the incoming invoice process in logistics.

In 3-way matching, the data of an incoming invoice is matched at line-item level against the corresponding purchase order and the delivery or service data from the ERP — quantities, prices, and materials are automatically verified.

Green means: all line items match — the invoice can be approved automatically. Orange: minor discrepancies that require targeted review. Red: significant deviations or missing data that require manual resolution.

Yes. The AI extraction recognizes and processes supporting documents such as weighbridge tickets, delivery notes, and proof of service. The extracted data feeds directly into the 3-way matching.

In the described use case, handover is to NetSuite. Dokumentas integrates via standardized interfaces (API, flat file) with SAP, Microsoft Dynamics, and other ERP systems as well.

Depending on invoice volume and existing process structure, savings of 6-7 FTEs in invoice processing are realistic. The 95% matching rate for standard cases ensures that only genuine exceptions require manual handling.

Ready?

Automate the incoming invoice process.

We will show you using your real invoices how automated 3-way matching accelerates your P2P process — no obligation and in just a few minutes.

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