3-Way Matching and AP Automation for ERPNext
BillsLinked is an accounts payable workspace for ERPNext users. Receive vendor invoices, match them against purchase orders and purchase receipts, route them for approval, and export approved invoices to ERPNext as draft purchase invoices. ERPNext stays your system of record.
Does BillsLinked work with ERPNext?
Yes. BillsLinked has been tested successfully with ERPNext, using a dedicated ERPNext connector. You connect from your Business Profile in BillsLinked by entering your ERPNext API keys once; they are stored encrypted. You can disconnect at any time from the same tab.
What does BillsLinked sync with ERPNext?
Purchase orders
Synced automatically, so invoices can be checked against what was ordered.
Purchase receipts
Synced automatically, so goods invoices can be checked against what was actually received.
Chart of accounts
Your GL accounts are uploaded once from an Excel file, so each approved invoice is exported to the correct account. Automatic chart of accounts sync is being tested.
Vendors
Add each vendor in BillsLinked once. BillsLinked finds the vendor with the same name in ERPNext and confirms when it is mapped. If it isn't found, it shows as Not Mapped and you are notified, so you can fix the mismatch.
Does BillsLinked do 3-way matching with ERPNext?
Yes. Because ERPNext records purchase receipts, BillsLinked runs both 3-way and 2-way matching:
| Invoice | What's needed | Matching |
|---|---|---|
| Goods purchase | Purchase order + purchase receipt | 3-way matching |
| Service, with a PO | Purchase order | 2-way matching |
| Service, without a PO | — | Sent to your approval workflow |
If a goods invoice has no purchase receipt yet, BillsLinked flags that the receipt was not found instead of treating the invoice as matched.
How invoice matching works →What happens to an invoice before it reaches ERPNext?
- 01
Receive
Vendors submit invoices through the vendor portal, or email them to your dedicated BillsLinked address. Paper invoices can be scanned and emailed to the same address.
- 02
Review and match
Your team reviews the invoice and selects Match Invoice. BillsLinked compares quantities and prices against the purchase order and, for goods, the purchase receipt, within the tolerance you set.
- 03
Approve
Invoices without a purchase order go through an approval workflow with up to three approvers: Operations (required), Management and Finance (optional). Approvers are notified by email.
- 04
Export
Approved invoices are exported to ERPNext as draft purchase invoices, by a user selecting Export or automatically if you turn on Auto-Export. Your team reviews and submits them in ERPNext.
Every match, approval and export is recorded in the audit log.
Does BillsLinked post invoices or pay vendors in ERPNext?
No. BillsLinked creates draft purchase invoices only — submitting them stays with your team in ERPNext. BillsLinked is not a payment platform.
Paid status is marked manually in BillsLinked by default, or you can turn on payment sync in Settings to update it from ERPNext. Vendors are notified by email either way.
Why use BillsLinked with ERPNext?
Receipts checked before invoices are recorded
3-way matching confirms goods were received before the invoice reaches ERPNext.
One place for vendor invoices
No more searching inboxes for PDFs.
Clear approvals
See who approved, rejected or is still pending on every invoice.
Clean books
Only approved invoices are exported, already coded to the right accounts.
ERPNext questions, answered
How do I connect BillsLinked to ERPNext?
In your Business Profile in BillsLinked, enter your ERPNext API keys once and select Connect. The keys are stored encrypted. You can disconnect at any time from the same tab.
Which ERPNext records does BillsLinked use?
Purchase orders and purchase receipts are synced automatically. Your chart of accounts is uploaded once from an Excel file; automatic chart of accounts sync is being tested.
How are vendors matched between BillsLinked and ERPNext?
Add each vendor in BillsLinked once. BillsLinked finds the vendor with the same name in ERPNext and confirms when the two are mapped. If no matching vendor is found in ERPNext, the vendor shows as Not Mapped and you are notified, so you can correct it in either system.
Are purchase invoices created in ERPNext automatically?
Approved invoices stay in BillsLinked until your team selects the Export button. Auto-Export is off by default; if you turn it on in Settings, every invoice that reaches Approved status is exported to ERPNext automatically.
Can paid status come from ERPNext?
Yes. By default, invoices are marked as paid manually in BillsLinked. You can turn on payment sync in Settings to update paid status from ERPNext instead.
See BillsLinked with your ERPNext workflow
Book a demo and we'll show 3-way matching, approvals and export to ERPNext.
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