Accounts payable and KSeF invoice matching

Connect incoming invoices to orders and receipts, then route the exceptions to the right person.

The problem

Accounts payable can receive an invoice before the receiving team records a delivery. A buyer may know that a price changed but leave no clear note on the order. An invoice without an order reference can require a search through several purchases. The result is a queue of questions with no obvious owner. Matching is useful when it turns those questions into specific work rather than simply marking a document red.

KSeF provides structured incoming invoice data. It does not establish that the purchase was authorized or the delivery accepted. The workflow needs the purchase order, the receipt and a way to resolve disagreements. Flow Procurement's integration is built on the official KSeF API 2.0. Its role in this workflow is to connect the invoice record to procurement records for review.

How the workflow runs

Import incoming KSeF invoices through the configured server-side integration. Retain the source identifiers so users can trace the invoice. Find the intended purchase order using its reference where available. Verify the supplier identity and relevant lines. If the reference is absent, supplier and amount can help locate candidates, but a person should resolve an ambiguous link rather than rely on a coincidental total.

Run the three-way comparison against the order and goods receipt. A matched record should make the underlying comparison visible. Quantity mismatch and price mismatch need an explanation of the differing values. Missing receipt goes to the person responsible for acceptance. Missing invoice can prompt follow-up on an order that has been received. Partial deliveries and invoices should remain partial rather than being forced into a complete match.

Resolve exceptions with the appropriate owner. The buyer checks commercial terms, the receiving team confirms acceptance, and accounts payable handles invoice questions. Record the reason for a resolution and preserve source data. If a supplier needs to correct an invoice, follow the correction process. Keep payment authorization distinct from the match result so an operational match cannot silently replace a required financial approval.

Modules and preparation

This workflow uses KSeF incoming invoices, purchase orders, goods receipt and three-way matching. Agree the handoff to accounting as part of implementation. Assign ownership for import failures as well as business exceptions. A technical failure should be visible and retryable without creating duplicate records.

Prepare supplier tax IDs, PO reference instructions, receipt owners and comparison tolerances. Complete test-environment checks before setting up production permissions and certificates. Use a test pack covering clean matches, price changes, partial receipts, missing references and duplicate imports. Review the exception queue with actual users and confirm that every status has a practical next action.

Checklist

• Clean supplier identities and order references.
• Assign receipt and exception owners.
• Agree comparison tolerances with accounts payable.
• Test partial documents and duplicate imports.
• Complete production access and accounting handoff.