Smart Receipt Management introduces an automated receipt matching feature for purchase invoices in Finnish Procountor environments received as e-invoices. The feature is designed for accountants who handle credit card purchase invoices and need to link cost receipts to the correct invoice rows.
Previously, this process required manually searching through cost receipts and linking them one by one. In the first release, Procountor automatically suggests the most suitable cost receipt for each invoice row, and the accountant can review, approve or discard each suggestion directly from a new Receipt matching view.
Bank statement entry reconciliation view can be used to allocate unhandled bank statement entries to 1 appropriate matching cost receipt.
Key capabilities introduced in the first release:
Automatic cost receipt suggestions based on amount, date and currency
Preview of cost receipt attachments and key details
Approve, discard, undo and unapprove matching decisions
Visual receipt matching status in the purchase invoice row grid
Support for foreign currency transactions
Access via the invoice row grid toolbar, Attachment panel and Accounting view
In autumn 2026, additional features such as uploading cost receipts, searching for missing cost receipts and other enhancements will be released.
Note: The feature is available only in Finnish environments. Swedish environments are not supported.
Receipt matching
To use the Receipt matching, the following conditions must be met:
You are working in a Finnish Procountor environment.
The new renewed Procountor UI is activated in your personal settings.
Cost receipts must have payment method set to Credit card.
You have at least viewing rights to purchase invoices and person register.
You have All rights to purchase invoices to approve, discard or remove matches. User right restriction to view only your purchase invoices shouldn't be active.
Opening the Receipt matching view
The Receipt matching view can be accessed:
1. In the invoice row grid toolbar of a purchase invoice by clicking the Receipt matching button.
If you have unsaved changes to invoice rows or fields that affect invoice rows (e.g. discount, currency), a confirmation window appears asking whether to save before opening.
Changes to other invoice fields that don't affect invoice rows opens the view directly.
2. Invoice’s Attachment panel. The Receipt matching button is also available in the Attachment panel of the purchase invoice. If there are unsaved changes which affect invoice rows, the same save confirmation applies as above.
3. From the Accounting view, where the Receipt matching button is available in two locations:
- In the Attachment panel within the accounting view.
- In the Transactions grid toolbar.
Note: When opened from the Accounting view, receipt date is used to check whether the invoice falls within a closed financial period or tracking period, not invoice date.
Receipt matching view
Invoice rows
For each invoice row, the following information is displayed:
Product name (typically the place of purchase)
Sum with currency in EUR
Date (delivery date from e-invoice XML when available; otherwise invoice date)
Foreign currency amount and currency code for transactions paid in a currency other than EUR (e.g. USD, SEK), if present in parenthesis
Invoice row comment if present, shown below the row details. If the comment is longer than 4 lines, a Show more button allows you to expand it.
A visual line connects each invoice row to its corresponding cost receipt suggestion, helping you identify which suggestion belongs to which row. The line highlights when a row or suggestion is selected.
Receipt Suggestion card
Each cost receipt suggestion displays:
Seller name
Price with currency code
Creator name (Last name, First name)
Receipt date
VAT percentage
Additional information added by the user when creating the receipt
Attachment filename; if the receipt has multiple attachments, a dropdown lists all filenames
If no suitable cost receipt is found for an invoice row, the row shows a Receipt missing card. This means no unhandled credit card cost receipt with a matching amount and date was found.
Note: In 2026 autumn it will be possible to search or upload if suggestion is missing
When you select a cost receipt suggestion, its attachment is automatically shown in the preview area.
Supported preview formats: PNG, JPG, JPEG, PDF. For unsupported file formats, a message is shown indicating the file cannot be previewed.
If the cost receipt has multiple attachments, use the dropdown to switch between them.
For multi-page PDF attachments, you can navigate between pages, zoom in and out, and jump directly to the first or last page.
Attachment added directly to an invoice - either from computer or via cost receipt management - and linked to an invoice row using "Attach to row" or “Add attachment to row, is also shown. In this case, the invoice row is treated as Matched. Only the filename is displayed.
A drag handle between the two sides allows you to resize the areas.
Cost Receipt Suggestions
When the Receipt matching view is opened, Procountor automatically searches for the most suitable unhandled cost receipt for each invoice row. To be considered as a candidate, a cost receipt must:
Be unhandled (not yet attached to any Procountor document like travel invoice, expense claim, bank statement)
Have at least one attachment
Have payment method set to Credit card
From the eligible candidates, Procountor finds the best match based on:
Amount. The cost receipt price must exactly match the invoice row sum. For invoice rows paid in a foreign currency (e.g. the row shows 200.00 EUR (2 162.63 SEK)), cost receipt must match the foreign currency amount and code. If such a match is not found, cost receipt with the same converted EUR amount is suggested, if available. Conversion rate is taken from e-invoice information.
Date. The cost receipt date must fall within the allowed matching window:
- If the invoice row has a delivery date: the cost receipt date must be within 0–3 days before the delivery date. Receipts closer to the delivery date are scored higher.
- If the invoice row has no delivery date: the cost receipt date must be within 45 days before the invoice date. All receipts within this window receive the same score regardless of how close or far their date is from the invoice date.
If one cost receipt matches best, only that one is shown. If several receipts score equally, all of them are displayed for you to review.
Note: If a cost receipt was added to the Attachment panel but not linked to the invoice row, that receipt will not appear in the receipt matching view.
Making Matching Decisions
Note: You need All rights to purchase invoices to approve, discard or remove matches. Users with viewing rights only can open the view and browse suggestions but cannot make changes.
If the "Prevent creating new invoices and editing invoices page" limitation is enabled for your username, you cannot perform any actions even with All rights.
Approving a Match
To accept a cost receipt suggestion for an invoice row, click the tick icon on the suggestion card.
The suggestion and its invoice row are highlighted in green.
A green tick icon appears on the invoice row.
Other suggestions for the same row are removed from view.
The accepted receipt is no longer shown as a suggestion for other invoice rows.
The match needs to be saved by clicking Save changes.
Discarding a Suggestion
To discard a suggestion you do not want to use, click the X icon on the suggestion card.
The suggestion and its invoice row are highlighted in orange.
The suggestion card shows "Proposal discarded" with an Undo option.
You can still preview the discarded suggestion's attachment in the preview panel.
The discard needs to be saved by clicking Save changes.
Note: If a suggestion is discarded and the changes saved, it will no longer appear as a suggestion when the receipt matching view is reopened.
Undoing a Discard
To restore a discarded suggestion before saving, click the Undo icon on the discarded card.
The suggestion is restored to its active state.
The orange warning indicator is removed from the invoice row.
Removing an Approved Match
To reverse an approved match within the same session, click the X icon on the approved suggestion.
The green border and tick icon are removed from the invoice row.
The suggestion returns to its default state with both tick and X icons.
Note: If the invoice is in a closed financial period or tracking period, removing an already saved match is not permitted. The X icon is hidden and a notification is shown at the top of the view.
Saving and Cancelling
Click Save Changes to confirm and save all made changes.
When changes are saved:
Approved matches are linked to their invoice rows and the cost receipts are marked as handled.
The Attachments column count for the invoice row increases by 1.
Discarded suggestions are no longer shown for those rows in future sessions.
Removed matches are unlinked and the cost receipts are marked as unhandled; the Attachments count decreases by 1.
The invoice row grid updates to reflect the new matching statuses.
Cancelling
Click Cancel (or close the view) to discard all changes made during the session and to restore the state it was in when you opened it.
Receipt matching status in invoice rows
After you save changes in the Receipt matching view, the purchase invoice row grid shows the current matching status for each row in the Receipt matching column:
Matched — the invoice row has an approved and saved cost receipt link. A tick icon is shown.
Proposal — a cost receipt suggestion is available for this row but has not yet been approved.
No proposal — no suitable cost receipt suggestion was found for this row.
The column is updated automatically after saving changes in the Receipt matching view or when an attachment is linked to the invoice row or the linked attachment is removed directly in the Attachment panel.
