Business Configuration — AP Invoice Matching Agent

Your parameters, not the agent's logic

This is where your company tunes how the certified agent behaves — tolerances, vendor matching strictness, duplicate detection, anomaly flags, and approval routing. The underlying three-way match logic was reviewed and certified by a domain expert and cannot be changed here.

Intake channels

Which invoice channels this company accepts.

Invoices sent to the AP inbox.

Vendor portal

Invoices submitted through the vendor self-service portal.

Manual upload

An AP analyst uploads the invoice by hand.

Amount matching tolerance

How much variance from the PO total is allowed before blocking.

Percentage varianceAllow up to a set % of the PO total.Fixed dollar varianceAllow up to a set dollar amount, regardless of PO size.Whichever is greaterUse the larger of the percentage or dollar allowance.

Tolerance percentage (%)

Tolerance dollar amount ($)

Quantity tolerance for partial deliveries (%)

A delivery at or above this percentage of the ordered quantity is treated as a full match.

Vendor matching

How strictly the invoice vendor must match the PO vendor.

Exact match requiredVendor name on the invoice must match the PO exactly.Fuzzy match allowedTolerates suffix differences like "Corp" vs "Corporation Inc."

Require vendor on approved list

Blocks processing entirely if the vendor is not on the approved vendor directory.

Duplicate invoice detection

How the agent identifies a possible duplicate submission.

Match criteria

Lookback window (days)

Three-way match requirement

Whether a delivery receipt is mandatory before matching can complete.

Require all three documentsInvoice, PO, and delivery receipt must all be present.Allow two-way match when no receipt existsUseful for services invoices that never generate a delivery receipt.

Anomaly flags

Each signal can be turned on or off independently.

New vendor

First invoice ever received from this vendor.

Vendor bank details changed

Payment details updated recently — classic fraud pattern.

Round-number amount

Invoice total is a suspiciously round figure.

Late invoice date

Invoice submitted long after the goods were received.

Amount deviation from vendor history

Invoice amount is far from this vendor's typical invoice.

Split-invoice pattern

Amount sits just under an approval tier threshold.

Approval routing

Who approves an invoice once matching completes.

Single approverEvery invoice routes to the same role, regardless of amount.Tiered by amountHigher amounts route to more senior approvers.

Approval tiers

Up to

$5,000

Approver

AP Supervisor

Up to

$25,000

Approver

Finance Manager

Up to

No limit

Approver

Controller

Tier boundaries and roles are set during expert certification for this prototype; a production version would let a company edit these directly here.

Auto-approve threshold ($, 0 to disable)

Invoices at or below this amount, with zero blocking issues and zero anomaly flags, skip human approval entirely.

Issue handling by category

What happens when each type of issue is found.

Amount mismatch

Invoice amount outside the configured tolerance.

Vendor mismatch

Invoice vendor doesn't match the PO vendor.

Duplicate invoice

A likely duplicate was found in invoice history.

Anomaly flags

Any of the softer signals above (new vendor, round number, etc.).