Invoice match statuses

Reference

Every VAT invoice carries a match status that says whether the platform has tied it to the transaction it bills. This page explains the five statuses, how an invoice moves between them, and why some invoices never match.

Overview#

When a VAT invoice reaches the platform, the platform tries to tie it to the financial transaction — and through it the order — that the invoice bills. The match status records where that attempt stands, and the Needs Review status is the queue platform operators work through. You see the status on the VAT invoice list and detail pages, and you can filter the list by it. What an invoice record holds is on VAT invoices.

Statuses#

Status	Meaning	Who can change it
Pending	The platform is still trying to match the invoice. It is re-checked regularly, because the transaction it bills may be booked after the invoice arrives	The platform
Matched	The invoice is tied to a transaction; when that transaction belongs to an order, the order is shown too	—
Needs Review	Automatic matching did not find exactly one transaction in time, or the AI match attempt (when switched on) was not confident enough. A platform operator decides; the invoice may have no candidate at all and still wait here	Platform operators
No Match	A platform operator decided that no transaction exists for this invoice — for example a cash sale or an invoice addressed to the wrong company — and recorded why	—
Unmatchable	No data exists that could tie this invoice to a transaction. Nobody can act on it, and it never appears in the review queue	Nobody; operators never set it

A new invoice starts as Pending.

stateDiagram-v2
    state "Pending" as pending
    state "Matched" as matched
    state "Needs Review" as review
    state "No Match" as nomatch
    state "Unmatchable" as unmatchable
    [*] --> pending
    [*] --> unmatchable: no data to match on
    pending --> matched: exactly one transaction found, or the AI match attempt is confident
    pending --> review: still unmatched after 14 days, or the AI match attempt finds no candidate or is not confident
    review --> matched: operator picks an order, or a fitting transaction is paid
    review --> nomatch: operator writes it off
    review --> matched: operator creates an adjustment and matches it

Diagram source (Mermaid)

Rules#

Pending is retried, then escalated. Every 30 minutes the platform re-checks Pending invoices issued in the last 14 days. An invoice still Pending 14 days after it arrived moves to Needs Review. When the AI match attempt is switched on, a confident pick matches the invoice straight away, and an invoice with no candidate at all moves to Needs Review at once.
Exactly one, or nobody. When more than one transaction fits, the platform links none rather than guess, and the invoice waits for review.
A late payment still matches. When a transaction that fits a Pending or Needs Review invoice is paid later, the invoice is matched at that moment.
Operators match to orders. In the review queue an operator picks the purchase, work or refuel order the invoice belongs to, and the platform resolves that order's transaction.
Three ways out of review. Pick an order, write the invoice off as No Match with a mandatory reason, or — when the invoice's seller is known — create an adjustment transaction and match the invoice to it. The adjustment only records the obligation; it moves no money.
Only platform operators resolve invoices. Tenant Owners, Tenant Admins and Tenant Accountants can see match statuses on the VAT invoice pages but cannot change them.

Why an invoice may never match#

There is nothing to match it to. Some invoices carry no reference to any sale, so no transaction can ever be found for them. These are Unmatchable.
The sale was paid in cash, or the invoice names another company. An operator writes these off as No Match.

Edge cases#

Card sales with no invoice at all. A company whose fuel suppliers do not send e-invoices to the platform shows card sales with no matched invoice. This is expected: matching can only tie invoices that exist.