Optional Workflow Change
This change is optional to add to your existing workflows.
Reconcile vendor invoices to Purchase Receipts in a fraction of the time using Optical Character Recognition (OCR). Upload invoice PDFs or sync them in from a designated email inbox, and Aspire automatically matches each invoice to a Purchase Receipt and surfaces any differences in a side-by-side review screen for final confirmation. Once matched, you review and approve line item matches to ensure accuracy.
Note
This is an add-on feature and is in Early Access. Contact your CSM for details on activating it for your Aspire system.
What's changing with Vendor Invoice OCR?
Previously, reconciling vendor invoices to Purchase Receipts in Aspire was manual: Staff opened the invoice PDF in one window and the Purchase Receipt in another, then compared line by line and updated the Purchase Receipt by hand.
With Vendor Invoice OCR, invoices flow into a dedicated OCR Invoices list via manual upload or email sync, Aspire scans each PDF, and the system matches invoices to Purchase Receipts in New or Received status using vendor, date, and line-item data. You confirm each match in a side-by-side review screen that highlights AI-suggested values and flags quantity and price discrepancies. You can easily make edits from the comparison view and then confirm the match.
Before & after
Before (current)
Receive a vendor invoice by email or paper and save the PDF locally.
Locate the matching Purchase Receipt in Aspire and open it.
Open the invoice PDF in a separate window and compare line items by hand.
Update quantities, prices, and totals manually on the Purchase Receipt.
Save the Purchase Receipt and attach the invoice PDF to the PR.
After
Upload a vendor invoice to the OCR Invoices list, or let email sync pull it in automatically.
Aspire scans the PDF and matches it to a Purchase Receipt in New or Received status.
Open the matched invoice in the side-by-side review screen and check the matched information.
Resolve any unmatched items, dismiss items that don't belong, and verify the totals.
Select Confirm and Next to write any changes to the Purchase Receipt, and move to the next invoice.
Impact: A/P teams reconcile invoices in a single, focused screen rather than across multiple windows, cutting reconciliation time and reducing data-entry errors during month-end close.
Who's affected?
Market segments: All Business Types. High-volume organizations processing 100–250 invoices per week see the largest impact.
Roles impacted:
Branch Administrator
Operations Manager
A/P Accountant
Controller
System Administrator (configuration only)
How to prepare
Decide whether to enable email sync. If you plan to use email sync to feed invoices into OCR, set up a dedicated invoice inbox (for example, "invoices@yourcompany.com") before the release rather than syncing an individual user's general email. A dedicated inbox keeps non-invoice PDFs out of the OCR Invoices list.
Identify the roles that will own OCR matching. This feature comes with two new permissions: Upload Invoice to OCR and Edit PRs in Match Review Status. Determine which user roles in your system should have these.
Plan how you'll handle existing invoices. Invoice attachments already uploaded to existing open Purchase Receipts won't appear in the OCR Invoices list automatically. Decide which (if any) of those existing invoices your team will re-upload after the release to run them through OCR.
Update training materials. Revise your internal A/P and purchasing reconciliation procedures to reflect the new OCR Invoices list, the side-by-side review workflow, and the two new permissions.
Train your team. Walk Branch Administrators, A/P Accountants, Operations Managers, and Controllers through the new reconciliation workflow before activating the feature in production.