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Build with Riff

Match purchase orders to invoices

Build a Riff agent that matches purchase orders to invoices, flags GR/IR discrepancies, and keeps your three-way match clean.

Best fit: Agent ERP systems: Infor LN / M3, SAP S/4HANA, Oracle ERP Cloud, Microsoft Dynamics 365 Time to build: ~30 minutes

What you're building

A Riff agent that performs three-way matching — purchase order to goods receipt to supplier invoice — and flags discrepancies before they reach the payment run. Your accounts payable team stops reviewing every invoice manually; they review only the ones the agent can't resolve automatically.

What you need

  • Riff workspace with your ERP connected

  • Read access to purchase orders, goods receipts, and incoming invoices

  • Write access to add notes or hold invoices for review

  • Defined tolerance thresholds (e.g. accept price variance up to 2%, quantity variance up to 5%)

Step 1: Define the matching rules

Write down your matching logic before you brief the agent:

  • Matching criteria: PO number on invoice + matching line items + quantity within tolerance

  • Price tolerance: e.g. invoice price must be within 2% of PO price

  • Quantity tolerance: e.g. invoice quantity must match GR quantity within 5%

  • What to do on match: approve for payment (or flag for scheduled payment run)

  • What to do on mismatch: hold invoice, add note with discrepancy detail, alert AP team

Step 2: Create the agent

  1. Click + New → Agent

  2. Name it — e.g. "PO Matching Agent"

  3. In the Profile tab:

You process incoming supplier invoices in [ERP]. For each invoice, you check it against the corresponding purchase order and goods receipt (three-way match). If the invoice price is within 2% of the PO price and the quantity matches the GR within 5%, you approve the invoice for the next payment run. If the discrepancy is outside tolerance, you hold the invoice and add a note explaining the specific mismatch. You then alert the AP controller with a summary of held invoices.

Step 3: Connect your ERP

Each ERP handles GR/IR differently:

  • SAP S/4HANA: GR/IR clearing account (transaction MR11), Logistics Invoice Verification (MIRO)

  • Infor LN: Purchase order receipts matched against purchase invoices in the PO module

  • Oracle ERP Cloud: Receipt accounting and payables matching via the Financial Orchestrator

  • Dynamics 365: Invoice matching in Accounts Payable → Vendor invoices

Connect your ERP in the Integrations tab and test that the agent can read invoices, POs, and GRs.

Step 4: Set the trigger

  • Schedule: run after your ERP's daily invoice processing batch (e.g. daily at 19:00)

  • Real-time: add an integration event trigger if your ERP supports invoice-received webhooks

Step 5: Test with a sample

  1. In the Chat tab: Show me the five most recent invoices and their matching status

  2. Pick one matched and one unmatched invoice

  3. Run a three-way match on invoice INV-XXXXX — confirm the output is correct

  4. Check that discrepancies are flagged and notes are added correctly

What good looks like

  • AP team only touches invoices with genuine discrepancies

  • Every matched and held invoice has a note in your ERP explaining why

  • Held invoices are cleared (or escalated) before the payment run

  • The agent's Activity log is the audit trail — every match decision is logged

Variations

If invoices arrive by email (PDF): Add an email trigger. The agent reads the PDF, extracts invoice data, and runs the match.

If your ERP auto-books GRs at a time lag: Add a buffer (e.g. don't match invoices arriving within 24 hours of the PO — wait for the GR to land).

If you have multiple legal entities: Brief the agent with entity-specific tolerances and route escalations to the correct AP controller per entity.

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