Invoice Assistant gives your operations and finance teams one place to manage purchases- from receiving a delivery through to reviewing, approving, and exporting its invoice.
It separates the tasks completed at the delivery door from the financial checks completed later. This helps site teams receive goods quickly, while giving managers and finance teams a clear, auditable record of what was ordered, what arrived, and what the supplier invoiced.
Invoice Assistant is available as a beta to some customers. Some options, including EDI invoices, EDI credit notes, invoice scanning, and accounting exports, depend on your supplier connections, integrations, and account configuration.
Contact your Nory representative if you are unsure which options are available to you.
How Invoice Assistant works
In Nory, go to Purchases. The workspace is organised into four stages:
1. Receive -Record the goods that arrived at your location.
2. Resolve - Investigate deliveries or invoices that need attention.
3. Reconcile - Compare the purchase order, goods received note, and invoice.
4. Export -Send completed purchase data to your accounting system.
Desktop View
Mobile View
You can search for a purchase order or document number from the Purchases page. On desktop, you can also filter records by supplier, location, or document type.
Receive a delivery
The Receive tab groups deliveries by when they are due:
- Overdue shows deliveries that were expected previously but have not yet been received in Nory.
- Today shows deliveries expected today.
- Upcoming shows deliveries due later.
This helps the receiving team focus on what needs attention without searching through a full order history.
Record a delivery received in full
1. Go to Purchases and open Receive.
2. Select the expected delivery.
3. Compare the delivered quantities with the quantities shown in Nory.
4. If everything arrived as ordered, select Order received in full.
5. Confirm the receipt.
Nory creates a goods received note for the delivery.
Record a partial or different delivery
If the delivery does not match the order:
1. Open the expected delivery.
2. Select the option indicating that the order was not received in full.
3. Enter the quantity you actually received for each affected item.
4. Add any unplanned items or substitutions, if applicable.
5. Add supporting attachments or notes.
6. Save the receipt.
You can save a partial delivery. The difference remains visible so that a manager can investigate it later.
Add supporting evidence
You can attach supporting documents or photos to the goods received note- for example:
- A delivery note
- A photo of damaged goods
- Evidence of a substituted item
Attachments are kept with the purchase record to support later review and provide a clearer audit trail. An attachment added as evidence is not necessarily scanned as an invoice.
Add or review an invoice
Receiving the goods and processing the invoice are separate steps. The person accepting a delivery can record quantities immediately, even if the invoice is not yet available or ready to be scanned.
Depending on your setup, an invoice may be:
- Received automatically through an EDI supplier connection
- Uploaded as a photo or file
- Scanned into Nory
- Entered manually
To add an invoice manually:
1. Open the relevant purchase record.
2. Go to the invoice section.
3. Add the invoice number and required invoice details.
4. Review the invoiced items, quantities, prices, taxes, and totals.
5. Attach a copy of the invoice.
6. Save the invoice.
If an invoice arrives automatically (EDI or e-invoicing), it is attached to the purchase record for review. The delivery must still be received in Nory so that Invoice Assistant can compare what arrived with what was ordered and invoiced.
Why are receiving and invoice review separate?
The person receiving a delivery usually needs to confirm quantities, shortages, damage, and substitutions. Pricing, tax, and invoice totals can then be reviewed by the appropriate manager or finance team without delaying the receiving process.
Resolve a discrepancy
Use Resolve to focus on purchases that need investigation or missing information.
For each purchase, Invoice Assistant can show a comparison of:
- Ordered - What was included in the purchase order
- Received - What the location recorded on the goods received note
- Invoiced - What the supplier charged
For example, if you ordered 6 units, received 4, and were invoiced for 9, the comparison makes the discrepancy visible in one place.
When you find a discrepancy:
1. Open the purchase record.
2. Review the order, goods received note, and invoice side by side.
3. Check attachments and any notes added by the receiving team.
4. Correct any information that was entered incorrectly.
5. If the supplier needs to correct the invoice, contact the supplier using your usual process.
6. Add or review the resulting credit note when it becomes available.
If your supplier supports EDI credit notes, the credit note can be received in Nory through that connection. Supplier credit requests are not sent automatically from Invoice Assistant.
Reconcile and approve invoices
The Reconcile stage brings the purchase order, goods received note, and invoice together in a three-way comparison.
When the three records agree, Invoice Assistant identifies the match so that the invoice can move through approval with less manual checking. Records with differences remain visible for review.
What can prevent a match?
An invoice may need manual review when:
- The received quantity differs from the ordered quantity
- The invoiced quantity differs from the received quantity
- The invoice price differs from the expected price
- An item was substituted or added at delivery
- A required document or value is missing
Automatic matching depends on accurate purchase, receiving, item, and pricing data. It is designed to reduce repetitive checking, but the proportion of invoices matched will vary according to your purchasing processes and data quality.
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Export purchase data
After invoices have been reviewed and approved, use Export to prepare purchase data for your accounting workflow.
The available export options depend on your organisation’s accounting integration and configuration. Before exporting, confirm that:
- The delivery has been received
- The invoice details are complete
- Any discrepancies have been resolved
- The invoice has the required approval
For help configuring an accounting export, contact your Nory representative.
Analyse purchasing activity
The purchases report helps you understand how purchasing activity changes across your organisation. Depending on the data available in your account, you can review:
- The value ordered compared with the value invoiced
- Sales and invoiced spend for the selected period
- Purchases by location
- Spend by supplier
- Spend by product category
- Ordered and invoiced values by item
- Unit price trends
Filters let you focus the report by criteria such as location, supplier, category, and period.
Understand ordered value versus invoiced value
A gap between ordered and invoiced value may mean that invoices are still outstanding. This is useful when reviewing recent performance: invoiced spend can appear lower than expected simply because not all invoices have arrived or been processed.
Compare locations and suppliers
Use location and supplier views to identify differences in buying behaviour, such as:
- One location purchasing much more from a supplier than comparable locations
- Spend moving away from a preferred supplier
- Unplanned purchases from supermarkets or petty-cash suppliers
- Locations that may not be meeting supplier purchasing commitments
Investigate price changes
The item view shows ordered and invoiced values and can highlight changes in unit price. Select an item to review the underlying invoice and determine whether a change is:
- A genuine supplier price increase
- A temporary discount ending
- An invoicing error
- A difference in pack size or unit setup
Use the gross profit estimate carefully
Where available, Nory can compare sales for a period with invoiced purchase spend to provide a high-level gross profit estimate, even when a stocktake has not been completed.
This is an approximation, not an actual gross profit calculation. Use completed stocktakes and your organisation’s full financial reporting process when you need a definitive result.
Best practices
For the most reliable matching and reporting:
- Receive deliveries in Nory on the day they arrive.
- Record actual quantities rather than confirming a full receipt when items are missing.
- Add photos or documents when goods are damaged, missing, or substituted.
- Keep supplier, item, pack-size, and expected-price information up to date.
- Review overdue deliveries regularly.
- Resolve discrepancies before approving and exporting an invoice.
- Make sure each invoice is linked to the correct purchase record.
- Review unusual supplier, location, and item-level trends before period close.
Frequently asked questions
Can I receive a delivery before the invoice is available?
Yes. Record the quantities received first. The invoice can be added or received automatically later.
Does invoice scanning delay the receiving process?
No. Your team can receive the delivery without waiting for the invoice to be scanned. Invoice processing happens separately.
Can I save a partial delivery?
Yes. Enter the quantities that actually arrived and save the receipt. Any difference remains available for review.
Can I attach a delivery note or a photo of damaged goods?
Yes. Add it as an attachment to the goods received note so that it remains part of the purchase record.
Will Nory request a supplier credit automatically?
No. If a supplier owes you a credit, contact the supplier through your usual process. If the supplier supports EDI credit notes, the resulting credit note can be received through that connection.
Why was an invoice not matched automatically?
Check the ordered, received, and invoiced quantities and prices. A mismatch, substitution, missing value, or outdated expected price may require manual review.
Does an invoice attachment get scanned automatically?
Not always. A file can be stored as supporting evidence without being scanned. The available scanning workflow depends on your account configuration.
Can every supplier send invoices and credit notes through EDI?
No. EDI availability depends on the individual supplier and the connection configured for your account.
Is the gross profit figure in the purchases report my actual gross profit?
Not necessarily. When no stocktake is available, the report can provide an estimate based on sales and invoiced spend. Use stocktake-based and financial reporting for your actual gross profit.
Are there more videos?
Sure!
Desktop
Tabs
Receiving a delivery
Scenario 1: Receive without order, no invoice 1 Receive without order no invoice.mp4
Scenario 2: Receive a PO (happy path) 3 Receive PO.mp4
Scenario 3: Receive an Invoice 5 Receive invoice.mp4
Scenario 4: Partial Delivery 6 Partial deliveries.mp4
Attaching an Invoice
Scenario 5: Receive without order, with invoice 2 Receive without order (Invoice).mp4
Scenario 6: Attach invoice 9 attach invoice.mp4
Mobile
Tabs
M1: Tabs M1 Tabs
M2: Receive without order, no invoice Mobile
M3: Receive a PO (happy path) M3 Receive a PO (happy path).mp4
M4: Receive an Invoice M4 Receive an Invoice .mp4
M5: Partial Delivery M6 Partial Delivery.mp4