How does Zigaflow match a supplier invoice to a purchase order?

You upload the supplier's PDF under Go To, Supplier Invoices, Reconciliations. Zigaflow reads the PDF, finds the total and looks for the purchase order number so it can match the invoice to the PO in the system. If it cannot find the number, you select the PO from the dropdown next to it. It then checks the gross, invoice date and other details against the PO before you create the supplier invoice, and uploads the PDF as an attachment on the matched purchase order.

Does Zigaflow read the line items from a supplier invoice?

No. When Zigaflow reads the PDF it finds the total but not the individual lines, so the supplier invoice it creates is one line representing the total value, and the import does not match lines on the invoice to lines on the PO. That is enough to reconcile the value and attach the document; line-level detail stays on the purchase order itself.

What happens when the supplier invoice does not match the PO value?

If the gross values match, the only option is Create at PO Value. If they differ, you choose whether to create the supplier invoice at the PO value or override with the supplier invoice's gross. Where dates differ, the supplier invoice details are used. The choice is made on the reconciliation screen with both documents in view, and the resulting supplier invoice can be edited afterwards.

Can I export supplier invoices to Xero, QuickBooks or FreeAgent?

Yes. From the Supplier Invoices screen, export one invoice with its button or use Export to send them to Xero or QuickBooks in bulk. FreeAgent is connected under Integrations; after importing its tax and nominal codes you can post sales invoices and supplier invoices to it. Note that, unlike Xero and QuickBooks, FreeAgent cannot update an invoice in Zigaflow when it is marked paid in FreeAgent. See [Xero](/integrations/xero), [QuickBooks](/integrations/quickbooks) and [FreeAgent](/integrations/freeagent).

How do supplier costs reach the job's profit?

Each job or sales order compares forecast cost, copied from the quotation or entered with the item, against actual cost, which comes from the purchase orders linked to the job, manual entry and stock allocation, to show a running profit. Under Financial Settings, Order Cost Settings you choose whether a PO's cost is taken for the whole job or against specific items, which lets you combine orders for different jobs on one PO. Changing the method does not recalculate older jobs.

Can I set a different cost for the same item from different suppliers?

Yes. Edit the item and add suppliers with their costs under the Costs tab, including volume discounts. The Main supplier's cost is used when the item is added to a quote or order; change the supplier in the supplier column on the document and Refresh Prices to bring through that supplier's cost. Main suppliers can be swapped in bulk by exporting and reimporting the items.

Can I trigger an email when a supplier invoice changes status?

Yes. Since May 2026 automations can be created under Cog, Settings, Automations, Supplier Invoices and fire when a supplier invoice changes status, for example to email your accounts team when an invoice is ready for export. The Supplier Invoices screen can also be filtered by created or exported date. See [Automations](/features/automations).

Procurement

Supplier invoices matched to the PO before they reach your accounts team

Drop the supplier's PDF into Reconciliations and Zigaflow reads the total, finds the purchase order number and matches the invoice to the PO, attaching the PDF to it.

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ZZigaflow

Dashboard

Leads

Quotations

Jobs

Purchase Orders

Delivery Notes

Invoices

eForms

Purchase Orders

Midocean · PO-0912

SearchDM

Supplier DispatchedFor JB-0441 · Summit Conferences

Print labelsReceive

ItemsExpected dates from supplier

ItemQtyCostExpected DateReceived

Canvas tote, natural, 38 x 424502.4511 Jun450

Ballpoint pen, white barrel4500.5211 Jun450

16GB USB drive, bamboo4502.9811 Jun0

A5 recycled notebook, kraft4501.9213 Jun0

PO value

3,542

4 lines

Received

2 of 4

DN 88412 booked in

Outstanding

2 lines

Due 11 and 13 Jun

Acknowledged

30 May

Sent same day

Purchase order PO-0912 · tracking

PO-0912 from Summit PromoMidocean

Order acknowledged · 30 May

Tracking details entered · 10 Jun

Carrier

DPD

Tracking number

1549 0021 7734

Sets the PO to Supplier DispatchedConfirm dispatch

Spend limitRole: Buyer

Approved by Dana before sending

Rule: total PO value over 2,500

Three invoices, one PO, no match

Before

Supplier invoices arrive by email to whoever placed the order.

With Zigaflow

Upload the PDF and Zigaflow finds the PO number on it and matches the invoice to the purchase order in the system. If the number is not found, choose the PO from a dropdown.

The discrepancy nobody owns

Before

The supplier billed more than the PO.

With Zigaflow

When the gross values match, the only option is Create at PO Value. When they differ, the person reconciling chooses on the spot: hold to the PO value, or override with the supplier's gross.

Job profit that ignores what suppliers charged

Before

The quote carried a forecast cost.

With Zigaflow

Actual cost on a job comes from its linked purchase orders, manual entry and stock allocation, and sits beside the forecast copied from the quote with a running profit.

What you get

Drag and drop supplier invoice PDFs into Supplier Invoices, Reconciliations
The PO number is read from the invoice and matched to the purchase order; pick the PO manually if it is not found
Gross value and dates checked against the PO; create at PO value or override with the invoice value
The PDF is attached to the matched purchase order automatically
Actual cost flows onto the job for forecast against actual and running profit
Costs held per supplier on each item, including volume discounts
Export supplier invoices to Xero or QuickBooks singly or in bulk, or post them to FreeAgent
Automations when a supplier invoice changes status, and filters by created or exported date

How it works

Upload the PDFGo To, Supplier Invoices, Reconciliations, and drag the supplier's invoice onto the drop zone.
Confirm the matchCheck the purchase order Zigaflow found from the PO number on the invoice, or pick it from the dropdown.
Create the supplier invoiceClick Create at PO Value, or where the gross differs, choose to override with the invoice value.
Review and notifyOpen Supplier Invoices to edit, filter by created or exported date, and let a supplier invoice automation email your accounts team when a status changes.
Export to your accounts packageExport individually or in bulk to Xero or QuickBooks, or post to FreeAgent once its tax and nominal codes have been imported.

What is supplier invoice matching in Zigaflow?

Supplier invoices in Zigaflow close the loop that a purchase order opens. You raised the PO from the job, the supplier acknowledged it and delivered, and now their invoice needs to be checked against what you agreed before it is paid. The Reconciliations screen under Supplier Invoices takes the supplier's PDF by drag and drop, reads the total, finds the purchase order number and matches the invoice to the PO, attaching the PDF to the purchase order as it does so. If the number cannot be found you pick the PO yourself. Zigaflow then compares the gross, the invoice date and the other details. When the values agree, one click creates the supplier invoice at PO value. When they do not, you decide whether to hold to the PO value or accept the supplier's gross, and that decision is made by someone who can see the order, not by accounts weeks later. The import creates a single line for the total rather than matching line by line, and it does not claim to read every field, so a check of the match is part of the process.

Supplier invoices then sit in their own list, filterable by created or exported date, where they can be edited, exported individually or in bulk to Xero or QuickBooks, or posted to FreeAgent once its tax and nominal codes are imported. Since May 2026 an automation can fire when a supplier invoice changes status, so the accounts team can be emailed when a batch is ready.

Because the PO belongs to a job, the cost reaches the job's forecast against actual view and its running profit, and Report Studio can analyze jobs on those figures. Setting costs by supplier on each item, including volume discounts, means the PO carries the right expected cost from the start, so the reconciliation is about exceptions rather than every line. The purchase order side of the flow is described on Purchase orders.

Frequently asked

Works with Supplier invoices

Features

Purchase Orders Invoices Jobs/Orders

Integrations

Xero QuickBooks FreeAgent

Industries

Promotional Products & Branded Merchandise Construction & Trade Lighting & Electrical

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