Buy what you need. Pay what you agreed.
Purchase orders, deliveries and supplier bills in one place. Eternify Ledger checks each bill against what you ordered and what arrived, so you only pay for what you got.
Purchase order PO-1184
ApprovedHarbour Steel Ltd.
- Steel brackets200 at 12.40
- 2,480.00
- HST 13%
- 322.40
- Total
- 2,802.40
Bill HS-5531: order, delivery and bill agree
MatchedIllustrative
Every purchase, checked three ways.
- 1
Ordered by the right person
Orders above a person's limit go to whoever covers that amount. Small ones go straight through.
- 2
Counted when it arrives
Record what was delivered against the order, in full or in parts, so you know what is still on its way.
- 3
Paid only when it agrees
A supplier bill is checked against the order and the delivery. If they disagree, it waits for a person before it can be paid.
From the order to the payment.
Four steps, and each one checks the one before.
Order
Raise the order
Raise a purchase order by hand, or in a sentence through your AI. It goes to whoever approves that amount, and the supplier's record shows every order you have placed with them.
- Raised by hand or through your AI
- Approved by amount
- Supplier history in one place
Order 200 steel brackets from Harbour Steel at 12.40 each.
Found supplier Harbour Steel Ltd.
Created purchase order PO-1184, approved as you
Done. PO-1184 is for 2,802.40 with HST and it carries your name.
Illustrative
Receive
Count what arrived
When the delivery comes in, count it against the order. A short delivery stays open, and the rest is expected later.
- Full or part deliveries
- What is still to come, at a glance
- Counted by a named person
PO-1184 deliveries
| Item | Ordered | Received | Still to come |
|---|---|---|---|
| Steel brackets | 200 | 150 | 50 |
| Steel brackets | 50 | 0 | |
| Total | 200 | 200 | 0 |
Illustrative
Match
Check the bill against both
When the supplier's bill arrives, it is checked line by line against the order and the delivery. The quantity, the price and the total all have to agree.
- Quantity and price checked
- Differences shown beside the line
- Disagreements held for a person
Bill HS-5531 against PO-1184
| Check | Order | Delivered | Bill |
|---|---|---|---|
| Quantity | 200 | 200 | 200 |
| Unit price | 12.40 | 12.40 | |
| Total with HST | 2,802.40 | 2,802.40 |
Illustrative
Pay
Matched bills join the next run
Bills that agree are ready for the next payment run. Bills that do not are held, so a wrong amount is never paid because it was easier.
- Payment runs by due date
- Held bills stay visible
- Your name on every run
Ready for Friday's payment run
Illustrative
Suppliers
A record for every supplier
Each supplier has one record: contacts, terms, tax numbers, bank details, every order and every bill. A change to bank details is checked by a second person.
- Terms and tax numbers kept
- Order and bill history
- Bank changes double-checked
Harbour Steel Ltd.
- Ordered this year
- 48,200.00
- Billed this year
- 45,397.60
- Still to come on open orders
- 2,802.40
Illustrative
Three records, one answer.
The order, the delivery and the bill are kept together, so the answer to "can we pay this?" is already there.
Where work starts
A person on screenYour AIEternify AssistantA supplier's emailIn Eternify Ledger
Purchase orderDeliverySupplier billWhere it lands
Payment runStock receivedThe booksWhat purchasing covers.
Purchase orders
Raised by hand or in a sentence, approved by amount.
Deliveries
Counted against the order, in full or in parts.
Bill checks
Each bill compared with the order and the delivery.
Supplier records
Contacts, terms, tax numbers and history in one place.
Payment runs
Matched bills paid together, by due date.
Stock
What arrives is added to your inventory at cost.
Questions, answered.
What does it mean to match a bill to an order?
Eternify Ledger compares the supplier's bill with the purchase order and with what was delivered. If the quantity, price and total agree, the bill can be paid. If not, it waits for a person.
Can someone order for the company without asking me?
Up to the limit you set for their role. Anything over it goes to the person whose limit covers it.
What if a delivery arrives in parts?
Record each part as it comes in. The order stays open until everything has arrived, and the bill is checked against what was received so far.
Can I raise an order through Claude or ChatGPT?
Yes. Ask for the order in a sentence and it is raised as you, within your order limit, with your name on it.
Pay for what you got.
We run an order, a delivery and a bill through a working company on the call.