01
Upload Invoice
Invoice arrives through web, WhatsApp or batch upload.
Vendor Reconciliation
Pay every vendor exactly what is owed. Not a rupee more.
Automate vendor invoice ingestion, PO-GRN-invoice matching, rate checks, short supply detection, duplicate detection and credit note follow-up before payments are approved.
Invoice Ingestion and OCRUpload PDF, image or WhatsApp invoice files and extract vendor, invoice, tax and line-item details.
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OCR Review QueueHighlight low-confidence fields for human correction before matching begins.
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Purchase Order ManagementCreate or import PO records with vendor, branch, quantity, rate, HSN and GST.
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GRN ModuleRecord actual goods received, short supply, damage, rejected quantities and accepted quantities.
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Three-Way Match EngineCompare PO quantity, GRN quantity and invoice quantity at line-item level.
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I.Product system / Core capabilities001 / 008
Core Capabilities
A reconciliation engine for purchase-heavy SMBs.
Built for accounts teams that currently lose days matching invoices, goods receipts, vendor statements and pending credit notes.
OCR
Invoice Ingestion and OCR
Upload PDF, image or WhatsApp invoice files and extract vendor, invoice, tax and line-item details.
REV
OCR Review Queue
Highlight low-confidence fields for human correction before matching begins.
PO
Purchase Order Management
Create or import PO records with vendor, branch, quantity, rate, HSN and GST.
GRN
GRN Module
Record actual goods received, short supply, damage, rejected quantities and accepted quantities.
3W
Three-Way Match Engine
Compare PO quantity, GRN quantity and invoice quantity at line-item level.
RATE
Rate Mismatch Detection
Flag invoice rates that differ from approved PO rates beyond tolerance.
DUP
Duplicate Invoice Checks
Detect same vendor, invoice number and amount before duplicate payment occurs.
GST
GST Validation
Check HSN consistency, GST rates and CGST/SGST or IGST logic before payment.
EXC
Exception Management
Classify short supply, rate mismatch, tax mismatch, missing PO and duplicate invoice cases.
CN
Credit Note Tracker
Track Claimed, Acknowledged, Received and Adjusted credit note statuses.
PAY
Payment Approval
Hold invoices until match exceptions are resolved or approved by authorized users.
VSR
Vendor Statement Reco
Compare vendor statement balances against approved invoices, payments and credit notes.
II.Workflow / Match Flow002 / 008
Workflow
How the match flow works
A governed path from invoice upload to payment approval.
02
OCR and Review
System extracts fields and user corrects low-confidence items.
03
Link PO and GRN
Invoice is matched to purchase and receipt records.
04
Run Match
Quantity, rate and GST checks run automatically.
05
Resolve Exception
Credit note, approval or correction flow is triggered.
06
Approve Payment
Only clean or approved invoices move forward.
III.Product modules / Operating layers003 / 008
Operating Layers
Four operational layers of reconciliation
From invoice upload to payment approval, every step is audited.
Layer 1
Invoice Ingestion
Capture vendor invoices through any channel and extract data automatically.
- ✓Web and WhatsApp uploadUpload invoices through browser or WhatsApp.
- ✓OCR field extractionAuto-extract vendor, invoice number, date, tax and line items.
- ✓Review and correction queueFix low-confidence OCR fields before matching.
Web and WhatsApp upload1.1
OCR field extraction1.2
Review and correction queue1.3
PO import and creation2.1
GRN at line-item level2.2
Short supply and damage flags2.3
Layer 2
PO and GRN Records
Maintain accurate purchase and receipt records for matching.
- ✓PO import and creationCreate or import POs with vendor, HSN and rate details.
- ✓GRN at line-item levelRecord receipts against each PO line item.
- ✓Short supply and damage flagsMark quantity discrepancies at delivery.
Layer 3
Match and Exceptions
Automated checks catch mismatches before payment.
- ✓Three-way quantity matchPO vs GRN vs invoice at line-item level.
- ✓Rate and GST variance checksFlag price and tax differences automatically.
- ✓Duplicate invoice detectionPrevent same invoice being paid twice.
Three-way quantity match3.1
Rate and GST variance checks3.2
Duplicate invoice detection3.3
Credit note lifecycle tracking4.1
Exception-led payment approval4.2
Vendor statement comparison4.3
Layer 4
Credit Notes and Payments
Resolve exceptions and close vendor payables accurately.
- ✓Credit note lifecycle trackingClaim, acknowledge, receive and adjust credit notes.
- ✓Exception-led payment approvalOnly clean invoices proceed to payment queue.
- ✓Vendor statement comparisonReconcile vendor balances against your records.
IV.Buyer fit / Who it helps004 / 008
Who It Helps
Built for teams that need practical daily control.
Each module is shaped around real operating pain in Indian SMBs, not enterprise complexity.
Distributors and Wholesalers
Catch short supply, rate differences and duplicate invoices at scale.
Retail Chains
Reconcile vendor invoices across multiple store locations and suppliers.
Manufacturing Companies
Manage raw material invoice matching with production PO and GRN records.
Ecommerce Operations
Reconcile high-volume supplier invoices with inventory and payments.
V.Positioning proof / QGenx vs manual005 / 008
Positioning Proof
QGenx vs Manual Operations
Why growing SMBs move from manual vendor reconciliation to an automated QGenx workflow.
| Business Need | QGenx Approach | Manual Approach |
|---|---|---|
| Invoice Data Entry | OCR extracts fields from PDF or image | Manual typing of every invoice line |
| PO Matching | Auto-match PO to invoice at line level | Accountant checks PO folder manually |
| Exception Handling | Classified and tracked until resolved | Email trail with no visibility |
| Credit Notes | Lifecycle status tracked in system | Credit notes lost in email threads |
| Vendor Statement | System-side comparison against records | Manual ledger vs statement checking |
| Payment Tracking | Auto-matched payments against invoices with aging report | Manual ledger entry and bank statement checking |
| GST Reconciliation | Auto-match GSTR-2A with purchase register | Manual GST return data entry every month |
VI.FAQ / Vendor reconciliation buyer questions006 / 008
FAQs
Frequently asked questions about QGenx Vendor Reconciliation.
Eight practical answers for teams moving from manual vendor matching to an automated reconciliation workflow.
Can QGenx Vendor Reconciliation work as a standalone product?
Yes. QGenx Vendor Reconciliation is a standalone module and can be used without any other QGenx product.
Does it support OCR for scanned invoices?
Yes. PDF, image and WhatsApp invoice files can be uploaded. The OCR engine extracts vendor, invoice number, date, tax and line-item details.
Can it detect duplicate invoices?
Yes. The system checks for same vendor, invoice number and amount combinations to flag potential duplicates before payment.
How does three-way matching work?
The match engine compares PO quantity, GRN quantity and invoice quantity at the line-item level. Rate and GST checks run simultaneously.
Can I track credit notes?
Yes. Credit notes move through Claimed, Acknowledged, Received and Adjusted statuses with clear visibility at each stage.
What happens when a match exception is found?
Exceptions are classified by type (short supply, rate mismatch, tax mismatch, etc.) and must be resolved or approved before payment can proceed.
Can I reconcile vendor statements?
Yes. The vendor statement reconciliation module compares the vendor's outstanding balance against your approved invoices, payments and credit notes.
How does AI help in Vendor Reconciliation?
AI flags high-risk exceptions, suggests resolution paths, and highlights vendors with frequent mismatches for proactive review.
VII.Customer success / Proof console007 / 008
Customer Success
Trusted by teams that need vendor accuracy.
VIII.Contact / Next action008 / 008
Ready to stop overpaying vendors?
Automate invoice matching, catch mismatches before payment, and keep every reconciliation visible in one system.