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# How to Match an Invoice to a P.O.

The **Matching Screen** in DPO allows you to link an invoice item to an item from a Purchase Order. This ensures financial accuracy and helps track spend against approved budgets.

### Steps to Link an Invoice to a P.O. and Send to Approval
*The invoice process consists of four main steps:*

**Step 1 → Inbox** – Validate the invoice in the Inbox
**Step 2 → Invoices** – The validated invoice now appears under the Invoices section
**Step 3 → Matching** – Link the invoice to a P.O. or select “No P.O.”
**Step 4 →** **Approval** - Once the matching is complete, the invoice automatically moves to the approval stage with the corresponding status


### **Video Tutorial**
Prefer a visual walkthrough? Watch our video tutorial to learn how to **match and link invoices with P.O.s in DPO**.

${frame}[](https://www.youtube.com/embed/iQQKXefsYGY)


###### Good to know

* DPO **automatically suggests the most relevant purchase orders based on the available invoice information**. You can always review and change these suggestions manually.
* **Multiple invoice items can be linked to a single P.O. item**, for example, when an order is invoiced in several stages.
* Before confirming a match, carefully review the **net amount, account coding, and department assignment**.
* [If an invoice has been matched incorrectly, it can be unlinked from the P.O. again.](#3-removing-a-match)

###### How DPO Suggests Matching P.O.s

DPO uses the available invoice information to suggest the most relevant P.O. matches, including:
* **Supplier**
* **Net amount**
* **Description**
* **P.O. number**, if one was entered during invoice validation
*The suggested matches can always be reviewed before linking an invoice to a P.O.*

### How to link an invoice to a P.O.

1. Go to **Matching** and select the relevant **invoice**.
2. Click the **link icon** to start the matching process. Suggested P.O. matches will appear on the right.
3. Select the appropriate **P.O.** and the P.O. item you want to match. You can also select additional invoice line items if required.
4. Click **“Link Invoice to Item.”**

| If no P.O. exists for the invoice, select **“Match without P.O.”** 

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_rz5x04.png =1036xauto)


###### Matching Window (Step 2/2)


Before completing the match, you can review and adjust the information for the invoice item.

* **Edit the item name**
* **Assign or confirm the department**
* **Review or update the Chart of Accounts**
* **Leave a comment**


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-08-20-at-17540_1d2fs58.png =1083xauto)


#### **Apply Information to Multiple Items**

If you are matching multiple invoice items, use the **three-dot menu** to apply the same information to all selected items.

You can choose:
* **Apply Chart of Accounts to All**
* **Apply Department to All**
* **Apply Descriptions to All**

This allows you to update multiple invoice items at once instead of editing each item individually.

#### **Use P.O. Information or Enter New Information**

For the **Item Name, Department, and Chart of Accounts**, you can select the corresponding information from the P.O.
Alternatively, select **“New”** to enter different information for the invoice item.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_4aw2ka.png =970xauto)



### **Complete the Match**

To complete the match, choose one of the following options:
* **“Link Invoice to Item”** – Links the invoice while keeping the P.O. item open for additional invoices.
* **“Link Invoice and Close P.O. Item”** – Links the invoice and closes the P.O. item.

Use **“Link Invoice and Close P.O. Item”** when the invoice fully covers the P.O. item and no further invoices are expected for that item.

| Looking to start from an invoice instead? [See How to Match an Invoice to a P.O.](https://help.digitalpurchaseorder.com/en/article/how-to-match-a-po-to-an-invoice-12sz9n2/)


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_gxrk3j.png =984xauto)




### **Approval Process**
*Once an invoice is fully matched, it can be sent into the configured approval workflow.*

Depending on your DPO settings, this happens **automatically or manually**.

**Automatic Approval**

When automatic approval submission is enabled, fully matched invoices are automatically transferred into the approval workflow. No additional action is required.

To enable this option:

1. Go to **Settings → Invoices**.
2. Enable **“Auto send fully matched invoices for approval.”**
3. Click **“Save.”**


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-08-20-at-16494_1qfvblt.png =979xauto)


#### **Manual Approval**

If automatic submission is not enabled:
1. Use the filters to display **fully matched invoices**.
2. Open the relevant invoice.
3. Click **“Send for Approval.”**

*The invoice will then enter the configured approval workflow and follow the defined approval chain.*



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-29-at-09403_hsi2t6.png =1029xauto)


### **Removing a Match**

If an invoice has been linked to the wrong P.O. item, you can remove the match using **Match Mode**.

1. Open the relevant **Invoice**
2. Click **“Match Mode.”**
3. Select the **link icon on the Invoice item**, followed by the **link icon for the linked P.O**.
4. Confirm the action by clicking **“Yes, unlink item.”**
The invoice and P.O. item will then be unlinked.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-08-20-at-16444_v7hrw1.png =1074xauto)


${color}[#0d5068](**Questions or need help?**)
*Our customer support is always available to help with any questions or setup assistance*

**Contact us**
**Email**: [support@digitalpurchaseorder.com](mailto:support@digitalpurchaseorder.com)
Support: __+1 888 DPO 7254__
Support Int'l: +44 20 331 88 338
Berlin Office: +49 (0)30 55 572 5956

[Or book a personalized support call](https://calendly.com/d/gpk-ppc-rjg)
We look forward to hearing from you.