Press Release

1. Improved Accuracy and Reduced Errors
Manual data entry is prone to mistakes—whether it's a mistyped figure, a missing PO number, or a duplicate invoice. Digital invoicing systems automatically pull data from purchase orders, reducing human error and ensuring that invoices match agreed terms. This leads to fewer disputes and faster approvals.

2. Faster Processing and Payments
Digital invoices can be generated and sent instantly, and when matched to a PO, they can be approved more quickly. This speeds up the entire payment cycle, helping businesses maintain healthy cash flow and build stronger relationships with suppliers and subcontractors.

With automated matching, finance teams spend less time chasing paperwork and more time focusing on strategic tasks.

3. Better Visibility and Tracking
Digital systems provide real-time visibility into invoice status—whether it’s pending, approved, or paid. Matching invoices to POs also allows businesses to track spending against budgets and project costs more effectively.

This transparency is especially valuable for small businesses managing multiple projects or subcontractors.

4. Enhanced Compliance and Audit Readiness
Matching invoices to purchase orders creates a clear audit trail. Every transaction is documented, with timestamps and digital records that can be easily retrieved during audits or financial reviews.

This not only helps with internal compliance but also ensures you meet external regulatory requirements, especially in industries like construction or public sector contracting.

5. Reduced Fraud and Duplicate Payments
Digital invoice matching helps prevent fraudulent or duplicate payments. If an invoice doesn’t match a valid PO, it’s flagged for review. This layer of control protects your business from overpayments and unauthorized transactions.

For small businesses with limited resources, this can be a critical safeguard.

6. Time and Cost Savings
Automating invoice and PO matching reduces the need for manual checks, printing, and filing. It also cuts down on time spent resolving discrepancies. Over time, these efficiencies translate into significant cost savings—both in terms of labour and operational overhead.

Many digital platforms also offer bulk processing and integration with accounting software, further streamlining workflows.

7. Scalability and Integration
As your business grows, manual systems become harder to manage. Digital invoicing and PO matching scale effortlessly, allowing you to handle more transactions without increasing admin workload.

Most modern systems integrate with accounting platforms like Xero, QuickBooks, enabling seamless data flow between departments and reducing duplication.

Organisation Profile:
123-Works is your one-stop-shop for HR related matters - Expenses, Timesheets, Leave management all in once place both on web and with our free App. The best thing about 123-works though is it's expandable so you can add additional features for project management, contracting and subcontract management plus facilities management (FM).