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FoodCostOSStockZone

Supplier invoices

Your supplier invoices enter, check and settle themselves

No more re-keying. Take a photo (or upload a PDF) of an invoice or delivery note: everything is read, your orders are pre-filled, billing discrepancies are flagged, and your costs update to what you actually paid.

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What it changes day to day

  • No re-keying

    Supplier, date, items, quantities and prices are read automatically. You confirm — that is all.

  • Supplier check

    The invoice is matched against what you ordered AND what you received. Overbilling, quantity gaps, an extra line: all flagged.

  • Costs at the real price

    The prices read update your purchase cost and your average cost. Your margins reflect what you actually paid.

  • It learns as you go

    The more you scan a given supplier, the less you enter: their next invoices fill themselves in.

In practice

How it works

  1. Scan

    Drop in the invoice, as a photo or a PDF. Supplier not on file? Created in one click, contact details included.

  2. Check

    Automatic Ordered / Received / Invoiced comparison, with discrepancies flagged. One invoice can cover several deliveries from the same supplier.

  3. Settle

    Track payment on the invoice and apply the prices: stock and margin update themselves.

See it in action

Supplier invoice drop zone in FoodCostOS, with the monthly scan counter
FoodCostOS view

Drop it in, it gets read

Drag in the invoice or delivery note — photo or PDF. Order lines pre-fill themselves, and you can see where you stand on your monthly volume.

Supplier invoice list in StockZone, with deliveries awaiting invoicing, discrepancy alerts and payment tracking
StockZone view

Check it, then settle it

Deliveries with no matching invoice surface on their own. Discrepancies are flagged, and you track payment invoice by invoice.

Elsewhere, invoices get filed. Here, they get to work.

An invoice does not end up in a folder: it becomes a supplier check and a margin sensor. Every document scanned verifies your purchase prices and corrects your costs, instead of sitting in an archive.

Data hosted in the European Union — GDPR compliant.

What is included

Invoice scanning is part of every plan, with a monthly volume that matches your business.

Plan Scanned invoices included
Starter 30 / month
Pro 100 / month
Enterprise up to 1000 / month

Need more? An add-on pack is available — talk to us and we will quote it.

For both your solutions

Invoice scanning works the same way in both products — only the wording changes:

FoodCostOS

Food cost and inventory software built for restaurants: recipe cards, real-time margins, smart reordering, food-safety (HACCP) and POS integration.

Discover FoodCostOS

StockZone

Simple, reliable inventory management for every industry: always-accurate stock, tracked movements, reorder alerts — connected to your POS.

Discover StockZone

Frequently asked questions

Which invoice formats are supported?

A photo taken on your phone, or a PDF. You can submit an invoice or a delivery note, and group several deliveries from the same supplier onto a single invoice.

What happens when a discrepancy is found?

It is flagged before you confirm: quantity delivered different from quantity invoiced, price higher than ordered, a line that was never on the order. You then choose to accept it, correct it, or raise a dispute with your supplier.

Does each supplier need to be set up in advance?

No. An unknown supplier is created in one click straight from the invoice, contact details included. And recognition improves with use: the more you scan a given supplier, the less you have to correct.

Does this replace my accounting software?

No, and it is not meant to. Scanning serves purchase control and cost calculation: checking that you pay the right price and keeping your margins current. Your accounting stays your accounting.

Is the reading always accurate?

Reading is automatic, but nothing is saved without you: every invoice goes through a confirmation screen where amounts and quantities remain editable. You stay in control of what enters your data.

Where are my invoices hosted?

On secure servers in the European Union, GDPR compliant — like the rest of your data.

What if I exceed my monthly volume?

You are warned before you reach the limit. An add-on pack is available: get in touch and we will give you the price. The counter resets every month.

Let us try it on your own invoices

Bring two or three supplier invoices: we will show you the reading, the discrepancy check and your costs updating, live.

Request a demo