AP Automation Built for the Hospitality Mess.
Hospitality AP is uniquely chaotic: weekly brewery invoices, daily fresh-produce deliveries with substitutions, multi-site bills that need allocating across venues, casual-labour invoices with CIS. We build AI invoice matching that handles all of it, and gives your finance team back the hours they currently spend reconciling on Mondays.
Brief us on invoice matching with your AI.
It can use this page, research your business and ask only for the workflow details it cannot find. You approve the enquiry before anything is sent.
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The pubs, restaurants & hotel-restaurant groups reality.
Friday night service ends. Saturday and Sunday are head-down hospitality. Monday morning the inbox has 30 supplier invoices needing matching to last week's orders, across two or three sites. Your accounts person works through them by hand, finds three or four discrepancies, queries each supplier, and Monday's gone. Repeat weekly.
Tuned for pubs, restaurants & hotel-restaurant groups.
Multi-site allocation
Invoices automatically allocated to the right site based on delivery address, order reference, or supplier code. Group-level visibility, site-level cost coding.
F&B-specific matching
Fresh-produce substitutions handled (when supplier subs Maris Piper for King Edward at higher price). Brewery account reconciliation (kegs, casks, deposits, returns).
Casual labour and CIS
Casual-labour invoices recognised, CIS gross/net status checked, deductions applied. Avoids the manual classification step that kills Monday mornings.
Discrepancy routing
Price variance to the buying manager. Short delivery to the site manager. Wrong site allocation to head office. Each routed with full context for a one-click resolve.
We integrate with what you have.
- Xero / QuickBooks / Sage
- EPOS / inventory systems (Lightspeed, Square, Toast)
- Brewery account portals
- F&B supplier systems
- Multi-site rota tools
If your stack isn't listed, ask, almost always we can integrate. We've connected to bespoke MES, ancient on-prem systems, and email-only interfaces.
Fixed fee, phased delivery.
£3,200-£10,000 for build, ~£250-£500/month for hosting
From £3,200
Invoice matching for pubs, restaurants & hotel-restaurant groups
- Workflow audit + industry-specific spec
- Build, integrations, and tuning to your real data
- Live deployment in your environment
- Ongoing tuning + accuracy monitoring
Things people in this industry ask us.
01How does it handle multi-site allocation?
Invoices automatically allocated based on delivery address, order reference, or supplier-coded site identifier. Group-level reporting; per-site cost coding. Single accounts person can comfortably handle 3-5 sites.
02What about brewery accounts?
Brewery invoices have specific structures (keg deposits, returnable casks, dispense equipment hire). All handled with brewery-specific logic. Reconciliation against your EPOS reduces the "did they bill us for that or not" investigation.
03CIS on casual labour?
Recognised automatically. Gross/net status checked. Deductions applied. Reduces the cost of getting CIS wrong on flexi-staff invoices.
04How does it cope with substitutions?
Common subs are configured per supplier (e.g. "MP for KE allowed at no upcharge"). Substitutions outside the rules flagged for the buying manager. Reduces unnoticed price drift.
05Does it work with our existing accounts package?
Yes, Xero, QuickBooks, Sage. Posts matched invoices back with correct site coding, supplier account, and approval state.
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