Three-way match purchase orders against delivery and invoice docs with ChatGPT agent

Posted

Jul 18, 2025 by Justin (@jand__)

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Last checked

Oct 16, 2026

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Method:

How we verify

Evidence: Screenshots or logsThe source shows screenshots, a transcript or the agent's output.

Outcome

In about 4 minutes ChatGPT agent checked that all 5 POs had matching delivery and invoice documents with no variances, combined the PDFs, and wrote a short report.

Agent

ChatGPT agent

The source didn't share its exact prompt, so we wrote this from what it describes.

Here's a task I'd like your help with. Read it all the way through before you start.

Goal: Check that every purchase order in my Google Drive folder matches its delivery document and its invoice, and flag anything that doesn't line up.

Check with me first: which folder should you use, and is there anything specific I want you to look for, like quantity, price or missing paperwork?

What I'll give you:
- Access to the Google Drive folder
- The purchase orders, delivery documents and invoices in that folder

Rules:
- Match each purchase order to its delivery document, then to its invoice.
- Keep a simple .md checklist as you go: one line per order, what it matched, and whether anything was off.
- If something doesn't match, note it next to that order in the checklist.
- If you can't tell which document goes with which order, or one is missing, ask me instead of guessing.
- Don't change, move or delete my original files.

Output:
1. One combined PDF per order (order + delivery document + invoice)
2. A short report saying which orders matched and which had problems
3. The finished checklist file

Stop there and hand everything back to me to review.

You'll know it worked when: every order is marked either "matches" or "problem found," with details for any problems.

Here's a task I'd like your help with. Read it all the way through before you start.

Goal: Three-way match each purchase order with its delivery note and invoice in my Drive and flag mismatches.

Quick check first: tell me if anything below is missing or unclear.

Inputs (fill in or confirm):
- Drive folder link
- How files are named or linked (PO number)
- Tolerance for price or quantity differences
- Which currency and tax treatment invoices use
- My PDF naming pattern for the combined files

Rules:
- Match documents by PO number; list any document without a match.
- Compare line items: quantity, unit price, totals, dates.
- Flag differences above the tolerance with exact values.
- Don't edit or move any files.
- Treat partial deliveries as their own case: match delivered quantity to what was invoiced.
- Summarize totals: matched, mismatched, missing documents, and the money at stake.
- Keep a running .md checklist with one line per PO as you go.
- Combine each PO, delivery note and invoice into one PDF named by the pattern.
- If one document could belong to two POs, ask instead of guessing.

If you get stuck: If a PDF is a scan you can't read, mark it 'needs review'. If a login, CAPTCHA or two-step code appears, stop and ask me to handle it; never guess or store passwords.

Verify before you finish: Re-check flagged items by reopening the documents.

Output: A spreadsheet: PO, delivery, invoice, status, differences.

Done when: every PO is matched or flagged with a clear reason.

Source

https://x.com/jand__/status/1946283011445784991