How Auto PO Matching Works
During OCR processing — When Adaptive scans a bill (whether uploaded manually, emailed in, or received through the mobile app), the AI extracts any PO reference numbers it finds on the document.
Vendor match first — The AI identifies the vendor on the bill, then looks at all open POs for that vendor.
Reference matching — The AI compares the extracted PO reference numbers against your open POs. It handles variations in formatting (e.g.,
PO-001vsPO001), case differences, and partial matches.Line-level linking — Once a PO is matched, the AI attempts to link individual bill lines to PO lines based on amounts and descriptions. The bill total must be within the PO's open balance for automatic linking to proceed.
Single-PO fallback — If no reference number match is found but the vendor has exactly one open PO with exactly one line, and the bill also has exactly one line, the AI will suggest that PO as a match.
What You'll See
When the AI matches a bill to a PO:
The Purchase orders section on the bill will show the matched PO with linked lines.
The PO's open balance will be updated to reflect the linked bill amounts.
Manual Matching and Overrides
Auto PO matching doesn't lock you in. You can always:
Search for a different PO — Use the PO# search or filter by job, account, cost code, or status.
Add a PO manually — Click Add purchase order to link a different PO.
Unlink a PO — Remove the automatic link if it's incorrect.
Adjust line-level links — Open the link dialog to change which bill lines connect to which PO lines.
Procore Purchase Orders
If you use the Procore integration, POs synced from Procore can also be matched by the AI. Procore-sourced POs appear with Procore branding on the bill. You can convert a Procore PO to an Adaptive PO or unlink it as needed.
Automatic PO Creation from Procore
If you use Procore, you can enable automatic PO creation from Procore commitments:
Go to Settings → Procore → Commitments.
Toggle on "Automatically create new POs".
When new commitments are synced from Procore, Adaptive will automatically create corresponding Purchase Orders.
If you have any questions or want to share feedback, feel free to reach out at [email protected].