How does matching goods receipts with incoming invoices work?
In every company, it must be clearly traceable what was ordered, received, and invoiced. Manual searching and rewriting of order numbers often leads to unnecessary delays or errors.
This is exactly where Q.Invoice comes in – it not only extracts data from invoices using AI, but in the Individual plan it can also link goods receipts with incoming invoices in Microsoft Dynamics NAV or Business Central.
Thanks to this integration, invoice processing becomes a seamless process that connects purchasing, receiving, and accounting into one unified workflow.
How does Q.Invoice match goods receipts with invoices step by step?
After uploading an invoice into Q.Invoice, the user simply fills in the goods receipt number in the designated field in the form.
Once the invoice is approved, the system automatically transfers it to the ERP (in the Individual plan) and links it with the corresponding goods receipt based on the entered number.
The system thus automatically verifies that the invoiced goods or services have actually been received, and the document can be posted without further intervention.
How to correctly enter the goods receipt number to ensure error-free matching?
- Uploading the invoice into Q.Invoice
Simply forward the invoice to the collection email. AI extracts the supplier, amount, VAT, and other data. - Filling in the goods receipt field
The user adds the goods receipt number, based on which the system links the invoice with corresponding data in Dynamics NAV or Business Central. - Document approval
Approvers review and confirm the document according to internal rules. - Transfer to ERP (Individual plan)
After approval, the document is transferred to the system, where it is linked with the corresponding goods receipts. - Posting and archiving
All invoices and goods receipts are securely stored, linked, and remain traceable even retrospectively.
What can you try in the free version of Q.Invoice?
In the free plan, you can try invoice data extraction, working with the goods receipt field, and approval workflow.
AI recognizes suppliers, amounts, VAT, and other data and prepares the document for approval.
However, automatic matching with goods receipts is only available in the Individual plan and currently works with Microsoft Dynamics NAV and Business Central systems.
Why is it worth automatically linking goods receipts with invoices?
🔹 Time savings – everything is transferred automatically, without manual entry
🔹 Accuracy – invoices are matched only with what has actually been received
🔹 Reliability – both the accounting system and Q.Invoice contain the same information, without duplicates
🔹 Clarity – the entire process from order to posting is traceable
🔹 Audit trail – Q.Invoice keeps a complete history of all steps
What mistakes do companies make when working with goods receipts and invoices?
A common problem is manual data entry or matching invoices based on incomplete data.
When the goods receipt number is missing, accountants have to search for what has already been received and what has not.
Q.Invoice eliminates this problem. The document number is entered directly during invoice processing, and the system then automatically links it with corresponding records in Dynamics NAV or Business Central.
Case study: How digitalizing goods receipts accelerated the accounting process
The accounting department of a spare parts company used to spend a lot of time manually matching goods receipts with invoices. It was common for invoices to be missing for receipts or vice versa, which slowed down accounting and often led to discrepancies.
After implementing Q.Invoice, the entire process became significantly faster and more accurate. The supplier’s invoice goes directly into the approval process, and the approver only adds the goods receipt number that already exists in the system. The invoice is then automatically prepared in the accounting system and immediately linked with the corresponding goods receipts.
The result?
It is no longer possible for an approved and posted invoice to lack a corresponding goods receipt in inventory. The company gained reliability, speed, and perfect control over incoming documents.
Summary
Q.Invoice automatically links incoming invoices with goods receipts in the Individual plan, which any company can arrange.
In the free version, you can try document data extraction and working with order numbers. In the Individual plan, you will see how digitalization works at full scale, including integration with your accounting system.
Try Q.Invoice for FREE
Teach it to recognize your invoices and discover how easily you can move from paper to fully automated processing.
👉 www.qinvoice.cz – get started today. Or visit our company website and arrange an individual solution – www.quartexpraha.cz