Vitelia automates invoice matching in D365 F&O with weight-based matching logic and Bestmix integration.
Matching invoices on delivery weight and actual weight, manual and error-prone in an agri/food environment.
ISPnext AP Automation connected to D365 F&O and Bestmix, with weight-based matching logic.
Less manual work, shorter processing times and a full audit trail for finance and procurement.
The challenge: invoice matching on delivery weight
In organisations where deliveries and weights play a central role, invoice processing is rarely standard. At Coöperatie Vitelia U.A., invoices had to be matched on both delivery weight and actual weight, a combination that was time-consuming and error-prone when done manually.
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No scan and recognition solution
Invoices arrived unstructured and had to be manually entered and checked before processing.
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Complex weight-based matching
Matching required not just an order number, but also delivery weight and actual weight, not standard in a regular AP platform.
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D365 F&O + Bestmix integration required
The solution had to connect seamlessly with Microsoft Dynamics 365 Finance & Operations and a Bestmix layer simultaneously.
"The throughput of invoices has become faster and it's easy to see where an invoice is in the flow. Thanks to the advisory function, internal emails about status have become virtually unnecessary."
Step-by-step approach: AP Automation with weight-based matching
ISPnext delivered a solution tailored to Vitelia's specific requirements: scan & recognise, purchase order matching on weight, workflow with advisory function and full integration with both D365 F&O and Bestmix.
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Scan & recognise invoices
Digital, structured invoice receipt so matching and workflow can start immediately, no more manual data entry.
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Purchase order matching on weight
Automatic matching on delivery weight and actual weight. Invoices that match 100% flow through without procurement involvement.
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Workflow with advisory function
Only exceptions reach procurement. The advisory function eliminates internal status emails about invoice progress.
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Full D365 F&O + Bestmix integration
Seamless integration with both systems ensures data consistency and a complete, closed audit trail.
What invoice matching automation delivers for finance, procurement and audit
When invoice matching is well implemented, three clear effects emerge across the organisation.
What it delivers for Vitelia
- Correctly matched invoices flow through automatically without manual review
- Invoice status always visible in the workflow, no more status emails
- Full invoice history immediately available for day-to-day checks and audits
- Handle growing invoice volumes without proportional increase in administrative effort
Frequently asked questions
Invoices are automatically matched against the purchase order. Correctly matched invoices flow through the workflow without manual review. Only exceptions reach procurement.
Scan and recognise ensures invoices arrive digitally and structured, so matching and workflow can start immediately and manual entry becomes unnecessary.
ISPnext connects natively to D365 F&O. At Vitelia, the solution also works alongside a Bestmix layer, including matching on delivery weight and actual weight.
Procurement only needs to assess exceptions. Invoices that match fully are processed automatically, significantly reducing the workload on the procurement team.
The advisory function automatically suggests the booking for an invoice based on historical data and matching rules. This eliminates much of the internal email traffic around status and approval.
The audit trail records every step in the invoice process: who did what, when, and based on which rule. This makes internal checks and external audits straightforward and traceable.
The implementation ran smoothly without disrupting day-to-day invoice processing. After go-live the platform proved stable with little need for intensive aftercare.
Yes. ISPnext supports matching on delivery weight and actual weight, which is essential for agri/food organisations like Vitelia that need a fully automated invoice process.
Discover what ISPnext can do for your organisation
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