What we need to see
A sample of supplier invoices, matching purchase orders and delivery notes, including disputed or duplicate invoices.
Invoice matching · Pubs, restaurants & hotel-restaurant groups
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, agency-staff invoices that need checking against approved shifts. We build AI invoice matching that handles all of it, and gives your finance team back the hours they currently spend reconciling on Mondays.
Tell us the task, your current tools and where the work gets stuck. We will help you choose a sensible first scope.
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.
The work in context · Illustrative scenes
Start with the pubs, restaurants & hotel-restaurant groups workflow.
Use representative inputs from the business to scope invoice matching. Agree what the system prepares and what a person needs to check.
Make the handover part of the build.
Test normal work, missing information and failures with the team, then hand over clear review steps and practical guidance.
Tuned for pubs, restaurants & hotel-restaurant groups.
01
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.
02
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).
03
Staffing invoice checks
Agency-staff invoices are compared with approved shifts, hours and rates. Differences go to the site manager or finance team before posting.
04
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
We check your software version, available API or export, access permissions and any supplier fees before quoting. If a reliable connection is not available, we will explain the practical alternatives.
Prove it on your own work first.
How we judge the pilot
Compare review time and correctly matched lines against your current process, including exceptions and posting errors.
What stays in your hands
Your finance team agrees tolerances, VAT treatment and posting permissions. Uncertain matches wait for review.
Fixed fee, phased delivery.
£3,200-£10,000 for build, ~£250-£500/month for hosting
From £3,200excluding VAT
Invoice matching for pubs, restaurants & hotel-restaurant groups
- Workflow audit + industry-specific spec
- Build, integrations, and tuning to your real data
- Deployment, handover and agreed access controls
- Hosting, AI usage and ongoing support quoted separately
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.
03How are agency-staff invoices handled?
We compare the invoice with approved shifts and the agreed agency rate. Your accountant defines the tax and employment treatment; ordinary hospitality staffing is not automatically within the Construction Industry Scheme.
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.
Zoom out.
Related solutions.
Keep exploring
Turn the idea into a working system.
What could work
better for you?
A new website. More customers. Less admin.
Tell us where you want to get to. Chris or Kay will reply within one working day.