Feature · Purchase order matching
Approve against what was actually agreed
Invoice Harbour reads active purchase orders straight from your care platform and surfaces the best-match PO on every supplier invoice line. Finance picks the right one in a click, instead of chasing POs across systems or guessing whether a bill is in scope.
- Date: 20 Mar 2026Description: Podiatry ServicesQuantity0.5Rate$200.00Total GST$0.00Amount$100.00Margin: +$25.00 (+25.00%)
- Best matchDate: 14 Apr 2026Description: Podiatry ServiceQuantity0.5Rate$200.00Total GST$0.00Amount$100.00Margin: +$25.00 (+25.00%)
The problem
The PO lives in one system, the invoice lives in another
Care platforms hold the agreement: which client, which service, which supplier, at which rate, for how long. Finance systems hold the bill. Between them sits a person, usually finance, cross-checking that what the supplier billed lines up with what the case manager approved.
That manual reconciliation is slow and easy to skip. Approving a bill without checking it against the PO means trusting the supplier billed for what was actually agreed, at the rate that was agreed, for the right client. Under Support at Home, where providers wear any overspend themselves, all finance teams want that confirmation in place before the money goes out.
Invoice Harbour brings the PO and the invoice into the same view. Each line shows its candidate POs for that client and vendor, and finance picks the right one to approve against.
How it appears on the invoice
Best-match POs, ranked and ready to approve
Each line on the bill shows its candidate purchase orders, with the strongest match highlighted. Finance sees the agreed service, date, quantity, rate and amount alongside what the supplier billed.
- Active purchase orders read live from your care platform
- Candidate POs filtered by client and vendor, with the strongest match highlighted
- Date, quantity, rate and amount on the PO shown next to what the supplier billed
- Finance picks the right PO in a click, or approves the line without one
- Match decisions stored with the invoice for the audit trail
How it works
Three steps, one connected record
01
Connect your care platform
Active purchase orders flow into Invoice Harbour automatically as case managers raise them. Nothing for finance to re-key.
02
Candidates surface on the line
When a supplier invoice arrives, each line shows the active POs for that client and vendor, ranked with the strongest candidate highlighted.
03
Finance picks and publishes
Finance confirms the suggested PO, picks a different one, or approves the line without one. The invoice publishes to your finance system so the supplier can be paid, and to your care platform so case managers see what was billed and spend can be claimed back from Services Australia.
Frequently asked
Purchase order matching, common questions
Where do the purchase orders come from?
Invoice Harbour reads active purchase orders from your care platform. When a client’s case manager raises a PO for a third-party service, it flows through automatically. There is no separate PO module for finance to maintain.
Do we need to use purchase orders?
No. POs are optional. Invoice Harbour will publish supplier invoices to your finance system and your care platform whether the lines are matched to a PO or not. If you raise POs in your care platform, Invoice Harbour shows the relevant ones on each line for finance to attach; if you don’t, the invoice flows through with no match required.
How does the matching work?
Each invoice line shows the active POs for that client and vendor, ranked with the strongest candidate highlighted. Finance confirms the suggestion or picks an alternative in a click. The match is finance’s decision, not an automatic one. Invoice Harbour just makes the right candidates easy to see.
What if there is no matching purchase order for a line?
The line is marked as having no candidate PO. Finance can request the PO from the care team, attach a different agreement, or approve the line without one. Either way the invoice can still be published to your finance system and your care platform.
Can a single invoice match multiple POs?
Yes. A supplier bill that covers several services for the same client across different dates can match a different PO per line. Each line carries its own match, so the spend is recorded against the right agreement in your care platform.
How does PO matching help under Support at Home?
Support at Home doesn’t require POs, but the funding pressure is real: providers wear the cost of any overspend on a client’s budget. For providers who raise POs in their care platform, matching each invoice line to its PO at the moment of approval gives finance a clear authorisation trail and makes it easy to keep client balances accurate as bills are processed.
Match every invoice the moment it arrives
Twenty minutes, your real invoices, and we will show you exactly how Invoice Harbour ties each line back to your purchase orders.