Understanding Auto Matching in OpenEnvoy

Auto matching helps AP teams process invoices faster and more accurately by automatically connecting them to the correct purchase orders. The matching method depends on how the PO is structured, what it represents, and how your organization is configured.

This guide covers the types of auto matching supported in OpenEnvoy, how matching drawdown works, and what use cases each method is designed to support.

Types of Matching

OpenEnvoy supports both line-level and summary-level matching, depending on the structure and intent of the PO.

Summary Matching

What it is

Links invoices to high-level PO lines that represent a lump-sum value or ongoing service—rather than itemized goods.

When it’s used

• POs represent services over time, not physical deliveries

• No clear unit price or quantity breakdown

• Used for contracts, subscriptions, or pre-negotiated project totals

Common examples

• Software licenses

• Service retainers

• Maintenance agreements

Line-Level Matching

What it is

Links invoice lines to specific, itemized PO lines—each with its own quantity, price, and item.

When it’s used

• POs contain clear unit quantities and prices

• Each line represents a distinct deliverable

• Invoices fulfill lines incrementally or in full

Matching methods at this level

• Quantity-based: Used when physical units are the basis for validation

• Amount-based: Used when line amounts need to be validated instead of units

Common examples

• Material purchases

• Manufacturing components

• Itemized service POs

Matching Drawdown Methods

“Drawdown” refers to how OpenEnvoy consumes PO value or quantity when an invoice is matched. There are three primary drawdown methods:

Amount-Based Matching

What it is

Deducts invoice line total from the available PO quantity, treating quantity as a consumable dollar value. Often used with blanket POs.

How it works

• Invoice line amounts reduce PO quantity (e.g., 1 unit = $1)

• Designed for recurring services or flexible purchasing agreements

• Allocation occurs at the individual invoice line level

When it’s used

• Blanket POs or standing orders

• Unit price is nominal (e.g., $1)

• Quantity is inflated to cover expected volume over time

Quantity-Based Matching

What it is

Consumes physical units based on PO data—matching invoice quantity to what’s available.

How it works

• When the PO can fully cover the invoice quantity, full quantity is drawn down

• If only partial quantity is available, the system draws the maximum possible

• The job is marked as Invoice PO Pending if full invoice quantity isn’t matched

• Allocation is line-by-line

Important

This is the default drawdown method in OpenEnvoy unless the system identifies a scenario better suited for amount-based or subcontract matching.

Subcontract Matching

What it is

Specialized form of amount-based matching used for subcontract POs. Quantity is irrelevant—matching is based solely on dollar value.

How it works

• Matching happens at the summary level

• Each invoice reduces the available subcontract balance

• Multiple invoices can draw against the same subcontract PO until the total value is consumed

When it’s used

• Construction projects

• Engineering services

• Outsourced project work

• Any scenario where the PO represents a financial agreement rather than a list of units

Summary

Understanding how auto matching works helps AP teams:

• Reduce exceptions and manual matching effort

• Troubleshoot why a match did or didn’t occur

• Structure POs in a way that supports automation

• Align with system logic for more predictable outcomes

OpenEnvoy automatically applies the appropriate matching strategy based on the PO structure and company configuration—but knowing how each method works gives AP teams greater confidence and control.