Supplier ordering and invoice checks
Ordering takes minutes instead of your Sunday night, and short deliveries get caught before you pay for them.
Hours back
3.5
hours a week back, typically
How it runs
What we build, step by step.
This is the usual shape. Yours gets built around how your team actually does the job.
- 01
Stock counts in a simple sheet
The team enters counts on a phone-friendly sheet, or we read them from your stock system if it can connect.
- 02
Orders drafted against your par levels
What's needed is worked out from the count, your par levels and the bookings coming up, then split by supplier.
- 03
Approval, then sent
The chef or manager approves the order on their phone, and each supplier gets it by email or WhatsApp in the format they're used to.
- 04
Invoices checked against deliveries
Supplier invoices are matched against what was ordered and what the team marked as received. Short deliveries and price changes are flagged.
- 05
Approved invoices into your accounts
Checked invoices go into your accounting software ready to pay.
Shown with software we see a lot. If your team uses something else, we build it into that instead.
Built for your business
Same job, different business. We build yours.
Two firms in the same trade rarely run a job the same way. Different software, different steps, different people signing off. We build it for your business, around how your team actually does the job.
Your steps
Built around the order your team already works in, odd exceptions included.
Your software
Runs inside the tools you already pay for, set up the way you use them.
Your rules
Your wording, your limits, your sign-offs. Nothing generic goes out in your name.
You sign off
Your team keeps the final say.
The chef or manager approves every order before it's sent, and any price change or credit claim is agreed by a person.
What it's worth
What those hours add up to.
3.5 hours a week, over 46 working weeks, is 161 hours a year. At $50 an hour, that’s
$8,050
back in the business, every year.
Typical, not promised.
Before and after
The job, before and after.
How it runs today
After close, the chef or manager counts stock, works out what's needed, and emails or texts five suppliers. On delivery day someone checks the invoice against a crumpled delivery note, and short deliveries slip through.
What we build
- Stock counts in a simple sheet
- Orders drafted against your par levels
- Approval, then sent
- Invoices checked against deliveries
- Approved invoices into your accounts
A month in
Around 3.5 hours a week back on ordering, and short deliveries and creeping prices get flagged on every invoice instead of quietly paid.
FAQ
Our suppliers all order differently. Does that matter?
No. Each supplier gets the order the way they already take it, whether that's email, WhatsApp or a spreadsheet attachment. Online supplier portals are checked in the proposal.
Does supplier ordering account for big bookings coming up?
Yes, if your bookings can be read. A 60-cover party on Saturday adds to what's ordered for Friday's delivery.
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Bring this one to a free live build.
Thirty minutes on supplier ordering and invoice checks. We build its elf with you, live, and you keep it.