This workflow ensures every Final Invoice is correctly linked to its corresponding Proforma, keeping payments and approvals consistent, traceable, and audit-ready.
It removes the need for manual matching and prevents duplicate processing or missed approvals.
Added automatic invoice-type detection (Quote / Proforma / Invoice)
Introduced bi-weekly FM/PM reminders once a Proforma is HQ-approved
Added automated linking for AI confidence ≥ 80 %, with manual fallback below 80 %
Added real-time email notifications after successful auto-linking
When a new invoice is uploaded or emailed into MergePoint, the system automatically classifies the document.
Detected Type | Meaning |
|---|---|
Quote | Preliminary quotation before purchase (optional but captured if received). |
Proforma Invoice | Pre-billing or pre-shipment invoice used before payment. |
Invoice | Final billing document ready for payment. |
Automatic Tagging
OCR reads headers / keywords (“Quotation,” “Proforma,” “Tax Invoice”).
The appropriate invoiceType (Quote | Proforma | Invoice) is assigned automatically — no manual input required.
Condition | System Action |
|---|---|
Document = Proforma | Saved and stored for future linking. |
Document = Invoice and no linked Proforma | AI automatically searches for possible matches. |
Invoice already linked | “Linked” badge appears; no further action required. |
Trigger | Action | Recipient |
|---|---|---|
Proforma approved for HQ | System sends an automatic reminder every two weeks to request the Final Tax Invoice from the vendor. | Assigned FM / PM |
Final Invoice linked | Reminders automatically stop. | — |
Email Notification Template (Biweekly Reminder)
Subject: Follow-Up Required – Final Tax Invoice for [Vendor Name]
From: MergePoint [email protected]
To: [Assigned FM / PM]
Hello [FM/PM First Name],
This is a reminder to request the Final Tax Invoice from the vendor listed below.
Field | Value |
|---|---|
Vendor Name | [Vendor Name from OCR] |
Proforma Invoice # | [Detected Proforma Reference Number] |
Amount | [Total Amount from OCR] |
Proforma Date | [Proforma Date from OCR] |
Status | Awaiting Final Tax Invoice |
Once the Final Tax Invoice is received and linked in MergePoint, these reminders will stop automatically.
Thanks,
MergePoint Team
When a Final Invoice arrives, the system automatically runs AI matching.
If the confidence score is ≥ 80 %, the link is created instantly. If below 80 %, users complete the link manually (see Step 4).
Condition | System Action |
|---|---|
AI confidence ≥ 80 % | Automatic link created between Final Invoice and Proforma. |
AI confidence < 80 % | User prompted to review and link manually. |
Link confirmed | Accountant and FM/PM receive real-time email notification. |
Email Notification Template (Real-Time Auto-Link Confirmation)
Subject: Proforma Linked to Final Tax Invoice – [Vendor Name]
From: MergePoint [email protected]
To: Accountant; [Assigned FM/PM]
Hello Team,
A Final Tax Invoice has been automatically linked to its Proforma.
Field | Value |
|---|---|
Vendor Name | [Vendor Name from OCR] |
Proforma Invoice # | [Proforma Reference #] |
Final Tax Invoice # | [Final Invoice Reference #] |
Amount | [Amount from OCR] |
AI Confidence Score | [Calculated %] |
You can review the linked records in MergePoint under Invoice Details → Linked Proforma.
Thanks,
MergePoint Team
Use this when AI confidence is below 80 % or you already know which Proforma to attach.
How to use:
Open the invoice task.
Go to the Linked Proforma Invoice field.
Start typing the Proforma task number, vendor name, or reference number.
Select one or more Proformas from the list.
Each linked Proforma appears as a visual tag (chip).
Feature | Description |
|---|---|
Real-time search | By vendor, amount, or reference number. |
Multi-link support | Attach multiple Proformas (e.g., split deliveries). |
Auto-save | Immediate confirmation after each selection. |
Once Phase 2 is enabled, users can delegate Proforma matching to AI Agents. Agents analyze context and trigger linking tasks autonomously.
Confidence Range | Recommendation |
|---|---|
≥ 80 % | Auto-link trusted. |
60–79 % | Review recommended. |
< 60 % | Manual verification required. |
Agentic Flow Features
Proactive insights for missing links
Visual indicators for AI confidence
Conversational queries (e.g., “How many Proformas linked in the last 30 days?”)
Decision support based on vendor behavior and invoice patterns
Factor | Description |
|---|---|
Reference / PO Number | Exact or partial match between invoice and proforma references. |
Vendor Name | Similarity in supplier name or legal entity. |
Amount Match | Amount difference within ± 5 %. |
Date Proximity | Issued within 14 days of each other. |
The higher the overall score, the stronger the match suggestion.
Click View Invoice or View Proforma beside each record.
The document opens in a right-side slide-in panel.
You can scroll, zoom, or download without leaving the current task view.
This layout keeps the main workflow visible while you check supporting documents.
Indicator | When it Appears | Meaning |
|---|---|---|
Proforma Invoice Required | Final Invoice detected but not yet linked. | Prompt to attach Proforma. |
Proforma Invoice Linked | Link confirmed and active. | Association complete. |
Review Suggested | AI found multiple possible matches. | User confirmation required. |
Missing Proforma Flag | No matching Proforma found. | Invoice flagged for follow-up. |
Stage | Action | Outcome |
|---|---|---|
1 | Vendor sends Proforma Invoice | Tagged automatically as “Proforma.” |
2 | HQ approves Proforma | Starts bi-weekly FM/PM reminder cycle. |
3 | Vendor sends Final Invoice | Tagged automatically as “Invoice.” |
4 | AI searches for matching Proforma | If ≥ 80 % → auto-link; if < 80 % → manual link. |
5 | Link confirmed | Both records reference each other for audit and payment. |
Why it works
Mirrors real business flow where Proforma precedes Final Invoice.
Removes the need for any “Requires Proforma” flag.
Supports multiple or partial matches for complex billing cases.
Keeps transparency on AI confidence and user actions.
Automatic detection: OCR classifies invoices instantly.
AI assistance: Finds matches by vendor, amount, date, and PO reference.
Manual control: Users can override or link manually at any time.
Visual clarity: Banners and badges make invoice status obvious.
Audit-ready: All links are stored and traceable in the Invoice Details panel.
Supports multiple Proformas: Handles partial deliveries or split invoices easily.
Always ensure the vendor and reference numbers are accurate in uploaded documents.
If no match appears, double-check that the Proforma Invoice has already been submitted.
You can link more than one Proforma to a single Invoice if applicable.
All associations are reversible if a wrong link is made.
Trigger: Uploading or receiving a Final Invoice.
Automation: OCR detects type → AI searches → User confirms → System links.
Human review: Optional for uncertain matches.
Outcome: Every invoice is linked to its Proforma for accurate records and faster approvals.