Invoice matching automation in D365 F&O: how Vitelia reduces manual effort

Many organisations first invest in digitising invoices: receiving, scanning and archiving them. Yet afterwards, processes often stall due to exceptions, manual checks and internal coordination. The root cause is usually not the invoice itself, but the surrounding process: matching rules, workflow design, division of roles between departments and audit control.

In Vitelia’s industry, this complexity is even more recognisable. Matching is not only about a purchase order number, but also about variables such as weight. Without support for this reality, additional manual work and loss of oversight quickly arise. That is why Vitelia did not just look for scan and capture, but for a solution that can substantively match invoices based on receipt weight and delivered weight within the existing ERP landscape.

By structurally automating matching and making exceptions centrally visible, the process becomes more manageable and less dependent on individual manual checks.

Before working with ISPnext, Vitelia did not yet use a scan and capture solution. The organisation was looking for a solution that aligned both technically and functionally with the day‑to‑day reality of finance and procurement.

Functional and technical requirements

The solution needed to:

• integrate with Microsoft Dynamics 365 Finance & Operations
• work in combination with a Bestmix layer
• support invoice matching based on receipt weight and delivered weight

This combination of requirements was decisive in selecting ISPnext.

The greatest gain for Vitelia lies in what is no longer required. Many purchase invoices are now fully matched upfront with the corresponding purchase order. In the previous situation, a significant amount of time was still spent manually checking and matching these invoices.

With automated invoice matching, the role of procurement and finance changes fundamentally.

Operational impact for procurement and finance

• Procurement is less burdened: invoices that are 100% correct no longer require manual review
• Invoice throughput is faster and workflow status is always visible
• Internal coordination via email is significantly reduced thanks to the advisory functionality
• Audit and control are simplified through the audit trail with full invoice history

Patricia Koppes explains what this means in practice:

“Many purchase invoices now match directly with the purchase order upfront. Where we previously spent a lot of time on manual matching, colleagues no longer even see these invoices when everything is 100% correct.”

Automation is only effective if the platform remains understandable for the people working with it. Patricia explains:

“It is a clear and user‑friendly solution for both end users and administrators.”

This creates one shared view of the invoice process across finance and procurement. Differences in interpretation are reduced and ways of working remain consistent, contributing to stable daily operations and broad adoption.

“The flow of invoices has become faster and it is clearly visible where an invoice is within the workflow. Thanks to the advisory functionality, internal emailing about invoice status has become largely unnecessary. With the audit trail, we can also directly view the full history of an invoice.”

The implementation of ISPnext ran smoothly without disrupting daily invoice processing. After going live, the platform proved to be stable, meaning intensive aftercare was not required. Patricia explains:

“The implementation went smoothly. Because there are few issues, we don’t need much contact. And if an issue does arise, it is picked up quickly via the ISPnext help centre.”

This keeps the process manageable without placing additional pressure on internal teams.

When invoice matching automation is implemented correctly, three clear effects emerge.

1. Efficiency without additional noise

Correctly matched invoices flow through automatically. This makes it possible to process growing invoice volumes without a proportional increase in administrative effort.

2. More control and less status communication

Thanks to workflow visibility and the advisory functionality, much of the internal “where is this invoice?” communication disappears.

3. Auditability by design

The audit trail makes the complete invoice history directly accessible and supports day‑to‑day control and audits.

From finance and procurement perspectives, Vitelia looks to the future with a clear ambition.

“In our industry, it is essential to keep working more efficiently, and we hope that ISPnext will continue to support us in the further development of their platform.”