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Feature · Purchase orders

Purchase order software that matches every invoice to its PO

What does purchase order software do?

Purchase order software creates and tracks purchase orders, then checks each supplier invoice against them so you pay only for what was ordered and received. In Aequo AP you raise POs or import them from your accounting system, record receipts, and match every invoice line to its PO within the price and quantity tolerances you set.

This page describes what ships in Aequo AP today, including what it does not do. For the matching engine in depth, see three-way matching.

Last updated · Aequo AP editorial team

What purchase orders do in Aequo AP

Raise a PO in a guided form or import it from your accounting system, record what was received against each line, and let every invoice that quotes the PO be matched line by line before it reaches approval.

  1. 1

    Create

    A step-by-step PO form with automatic PO numbers, vendor, lines, quantities and prices. Each PO downloads as a PDF.
  2. 2

    Sync

    POs created in Aequo AP are created in QuickBooks Online, Xero or Zoho Books, and POs raised there are imported, so both systems hold the same PO.
  3. 3

    Receive

    Record goods receipts per PO line from an uploaded delivery note or by hand, so a three-way match has something to check against.
  4. 4

    Match

    Each invoice line is matched to its PO line within the price and quantity tolerances you set, globally or per supplier. Variances go to an exception queue with the reason.
  5. 5

    Track

    Each PO shows amount invoiced and amount remaining, line by line, with the history of invoices billed against it.

Purchase order sync by accounting system

Aequo AP keeps purchase orders in step with QuickBooks Online, Xero and Zoho Books in both directions, imports them from Business Central, and holds them itself for FreshBooks, which has no POs.

Purchase order sync in Aequo AP
Accounting systemImport POsCreate POs from Aequo APWhen a PO is fully invoiced
QuickBooks OnlineYesYesClosed in QuickBooks
XeroYesYesMarked as billed in Xero
Zoho BooksYesYesMarked as billed in Zoho Books
Business CentralYes, every hourNoNot written back
FreshBooksNo (FreshBooks has no POs)NoPOs live in Aequo AP
Oracle NetSuite and Sage Intacct are in early access and not covered here.

Matching invoices to purchase orders

Every plan matches invoices to POs (two-way). From Growth, invoices are also matched to receipts (three-way), so you pay only for what arrived.

PO matching by plan
PlanPriceDocuments a monthPO matching
Starter$199/month250Two-way (invoice to PO)
Growth$699/month1000Two- and three-way (invoice, PO and receipt)
Scale$1,999/month5000Two- and three-way
Unlimited users on every plan. Enterprise pricing is quoted.

Partial invoices are recognized rather than flagged: when an invoice fits within what is left on a PO, it is matched as a partial invoice and the PO’s remaining amount goes down. See partial invoices.

What Aequo AP purchase orders do not do

Aequo AP is AP automation, not a procurement suite. It does not approve POs, run requisitions or catalogs, or pay vendors yet.

  • No PO approval workflow yet. Approval routing applies to invoices.
  • No requisitions, catalogs or punch-out. If buyers need to shop from supplier catalogs, look at a procurement tool.
  • No PO write-back to Business Central. Business Central POs are imported for matching.
  • No vendor payments yet. Approved bills sync to your accounting system and you pay from there or your bank.

Frequently asked questions

Which accounting systems does Aequo AP sync purchase orders with?

QuickBooks Online, Xero and Zoho Books in both directions: POs are imported, and POs raised in Aequo AP are created there. Business Central purchase orders are imported every hour. FreshBooks has no purchase orders, so FreshBooks users keep their POs in Aequo AP.

Does Aequo AP have purchase order approvals?

Not yet. Approval routing in Aequo AP applies to invoices (by amount, vendor, GL code or department). If you need POs approved before they are sent, approve them in your accounting system or by policy, and Aequo AP will match the invoices.

Can I send a purchase order to a supplier from Aequo AP?

You can download each PO as a PDF to send. If you sync POs to QuickBooks Online, Xero or Zoho Books, you can also send them from there.

What happens when an invoice covers only part of a PO?

Aequo AP records it as a partial invoice rather than an exception when the amount fits within what is left on the PO, and tracks billed-to-date and remaining amounts on the PO and each line.

Which plan includes PO matching?

Every plan includes two-way matching of invoices to purchase orders. Three-way matching, which also checks receipts, is included from the Growth plan ($699 a month). All plans have unlimited users.

Is Aequo AP a procurement suite?

No. It has no requisitions, supplier catalogs or punch-out, and no PO approval workflow yet. It is AP automation: purchase orders exist so that invoices can be matched against them.

Automate matching, approvals and exception handling

Aequo AP captures invoices, matches them to purchase orders and receipts, routes approvals and flags duplicates and exceptions, then syncs with QuickBooks Online, Xero, FreshBooks, Zoho Books or Business Central.

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