Supplier invoices in Exact Online,
checked before they are booked
Invoice automation for Exact Online with an AI agent: Lleverage reads supplier invoices from the finance inbox, checks every line against the purchase order and the goods receipt in Exact Online, and books the invoices that agree. Variances wait for finance with the difference named. Releasing a payment stays with a person.
How does invoice automation work in Exact Online?
In Exact Online a supplier invoice for goods usually belongs to a purchase order, and in the Wholesale & Distribution and Manufacturing packages the warehouse books a goods receipt against it. An AP clerk compares the three by eye. The agent does that work in 4 steps, in the same records your team uses. Why the reading needs no templates is in our post on template-free AI vs OCR.
Read the invoice and find the supplier
A PDF, a scan, an XML file or a forwarded email lands in the finance inbox. The agent reads the supplier, the invoice number, the order reference, the VAT and every line, each with a confidence, and ties the invoice to the supplier account in Exact Online. Nobody uploads a file.
Line up the purchase order and the goods receipt
Each invoice line is tied to its purchase order line in Exact Online and to the goods receipt the warehouse booked against it. A line the warehouse has not received yet is held back rather than invoiced on trust.
Check price, quantity and bank account
Price against the order, quantity against the goods receipt, the cost centre against the order, and the bank account on the invoice against the one on the supplier account. You set the tolerance per supplier or category, and each check has its own answer.
Create the purchase invoice, book what agrees
Inside your tolerances the purchase invoice is created in Exact Online with each line pointing at its purchase order line and the supplier’s number in Your ref., then booked into the purchase journal. Outside them it is saved as a draft and goes to the person you choose, with the difference named.
Exact Online invoice automation that clears the AP queue every day.
Supplier invoices are checked against the purchase order and the goods receipt, and the clean ones are booked in Exact Online the day they land, so the supplier balances are current and invoices are ready to pay on time. Your AP team only opens the invoices with a real variance.
Learn moreOne supplier invoice into Exact Online, matched three ways.
A PDF invoice for EUR 18,240 arrives from Noordkamp Lagers. Exact Online already holds the purchase order and the goods receipt it should agree with, line by line.
What the agent checks before an invoice is booked in Exact Online
Price, quantity received, cost centre and the supplier’s bank account are each checked against Exact Online with a tolerance you set. Invoices inside it are booked on their own, and anything outside it stays a draft for finance with the order and the goods receipt open.
Exact Online’s invoice processing or Lleverage: which fits when?
Exact Online processes purchase invoices itself: its Scanning service, known in Dutch as Scan & Herken, turns them into entry proposals, and the REST API exposes purchase invoices, purchase entries and goods receipts. We read Exact Support, the Exact Online REST API reference and exact.com on 7 October 2026, and every statement in the middle column comes from those pages.
| Exact Online on its own | Lleverage | |
|---|---|---|
| Getting started | Stronger here. Automatic invoice processing is enabled under Company name, Settings, and works from the suppliers and entries already in your administration. Nothing to connect. | Forward deployed engineers match the first invoices beside your finance team. The first process typically runs supervised within a few weeks. |
| E-invoices | Stronger here. Exact says e-invoices sent through Peppol always arrive complete and are processed without manual work. | Reads the XML a supplier sends, next to the PDFs, scans and forwarded emails in the finance inbox. |
| How invoices get in | Uploaded to the Scanning service, or sent by email or the Exact Online App to your Digital postbox. Each becomes an entry proposal in the background. | The agent picks invoices up from the finance inbox your suppliers already write to, as they arrive, at weekends too. |
| Reading and coding | Exact’s Purchase Agent reads the documents and fills in supplier, VAT code and general ledger account, with 98% accuracy by Exact’s own figure, and flags amounts that stand out. | Reads on meaning rather than a template, with a confidence on every field. Below your threshold it waits instead of guessing. |
| Purchase order and goods receipt | When an invoice relates to a purchase order, the reviewer selects the order in the Invoices to be received pop-up. A check of each line against the goods receipt is not described on the vendor’s pages. | Every line against the purchase order line and the goods receipt, with price and quantity tolerances per supplier or category, before anything is booked. |
| What gets booked | A person reviews each entry proposal and saves or rejects it. Per supplier, Automatically create entries for complete entry proposals books them without a review. | Purchase invoices inside your tolerances are created and booked. The rest are saved as drafts for the person you choose, with the difference named. |
| Who settles a variance | Exact flags Check master data, Check new account and an unusual amount in the review on the Purchase overview. Exact offers flexible approval flows, and extra approvers join at no charge. | The buyer or the warehouse gets the question in Teams, Slack or the inbox, with the invoice, the order and the receipt attached. |
| Cost | The subscription includes 3 entry proposals a month, with bundles for more. Wholesale Distribution, Manufacturing and Professional Services users need the automatic invoice processing module. | One monthly price per agent, with integration and AI usage included within fair use. No seats. |
| Fits best when | Most invoices are costs without a purchase order, from the same suppliers every month, or arrive through Peppol. | Most invoices belong to purchase orders and goods receipts, arrive in every layout, and you want the clean ones booked without anyone opening them. |
We think Exact Online’s own processing is enough when most invoices are recurring costs or Peppol e-invoices: it is built in, it learns your ledger accounts, and the first proposals cost nothing extra. We think Lleverage fits when invoices belong to purchase orders and each line has to agree with what was ordered and received. More on three-way matching and on how our agents connect to your ERP.
Our engineers set it up with you.
It takes on more of the invoice run as it learns.
Forward deployed engineers match the first invoices beside your finance team and connect the agent to Exact Online or Exact Globe, so the run comes off the desk in the first weeks rather than at the end of a project. From there it automates gradually: every correction teaches it your suppliers, your tolerances and your ledger accounts, and fewer invoices need a person to look.
They work inside your operation. They agree tolerances and cost centres with your controller, set the confidence line together, and stay on through audits and Exact updates. Not a licence and a manual. A team that knows your ledger.
The finance inbox, the tolerances, the checks and the log are yours to configure. Our documentation and support sit behind your team, and an engineer is a call away whenever you want one.
Talk to us about either ↗Frequently asked questions
Is Exact Online’s automatic invoice processing enough?
For many cost invoices, yes. It turns scanned invoices and Peppol e-invoices into entry proposals with the supplier, VAT code and ledger account filled in, and can book complete ones per supplier. Linking a purchase order is a manual step in the review, and a goods receipt check is not described (Exact Support, read 7 October 2026).
Can Exact Online match invoices to purchase orders and goods receipts?
Exact Online holds both: purchase order lines, and goods receipts in the Wholesale & Distribution and Manufacturing packages. In the entry proposal review, a person selects the related order in the Invoices to be received pop-up. The Lleverage agent checks every invoice line against the order line and the receipt before the invoice is booked.
Does it work with Exact Globe?
Yes. Lleverage connects to Exact Online and to Exact Globe. A system on your own server is reached without opening it to the internet, and where there is nothing to call, the agent works the screen with the access an AP clerk has. Our engineers set up the connection with your team. More on integrations.
Can we keep Scan & Herken for our cost invoices?
We think you should if it works for you. A sensible split is to let Exact’s Scanning service book the rent, energy and software bills it handles well, and let the Lleverage agent take the invoices that belong to purchase orders and need a check against what was ordered and received. Our engineers agree that split with finance.
What happens to invoices without a purchase order?
Freight and service bills often come without one. With nothing to match three ways, the agent checks what it can: the supplier account, the bank account and the cost centre. It then sends the invoice to the approver your rules name, by value and category, and nothing is booked in Exact Online before that person agrees.
Where is our invoice data hosted and who can see what the agent did?
Lleverage is EU hosted by default and GDPR compliant, with on-prem where you need it. Exact stays the system of record and nothing is copied into a second ledger. Every run is logged: what the agent read, what it decided and why, and which purchase invoice it created. More on control and audit trails.
The rest of the back office.
↗
Quote to orderQuote & SellQuotes drafted, orders entered and confirmed the moment they land.
↗
Purchase to paySource & ProcureInvoices, POs and confirmations, posted where they belong.
↗
Forecast to producePlan & ProduceThe plan reshuffled when reality changes.
↗
Order to deliveryDeliver & SupportCustomers answered with full context, in their own channel.
↗
Master dataGovern & EnableMaster data kept clean and in sync across every system.