The same numbers for every location you run
Locations roll up without an export. Compare food cost between sites, spot the one that's drifting, and click from the percentage down to the invoice line behind it.
Smartbills reads POS receipts as itemized data and codes supplier invoices as they arrive, keeping food cost current for next week's order.
Receipts come straight from the POS you already run
Toast, Square, Clover, Lightspeed and Shopify POS send the receipt as the card clears. It comes in itemized, with the tax split out and tied to the shift, and nobody retypes a total.
- Connected at the POS platform level, no per-terminal setup
- Item-level detail keeps waste and comps visible
- Sales and receipts match up to the bank deposit
Restaurant invoice processing: distributor invoices coded to food cost
Invoices from Sysco, GFS and local distributors come in by email or through the supplier portal. Each one is read on arrival and coded to the right cost account. There's no spreadsheet between the delivery and the books.
- Invoice capture from email, PDF or a supplier portal
- Coded to food, beverage, paper or smallwares automatically
- A price increase on a repeat item gets flagged
Why teams switch
Invoices stay in the kitchen until month-end.
The produce invoice is sitting on a clipboard in the walk-in, and nobody sees it until someone remembers to carry it up to the office.
Supplier invoices are captured the moment they arrive and coded before anyone files them. The kitchen's paper copy is just a backup.
We only find out what food cost really was three weeks after the month ends.
Purchases post as they happen, and the manager can see cost as a percentage of sales in time to change next week's order.
Every location does its paperwork a bit differently, and head office spends month-end fixing the coding.
The same categories and rules apply to every invoice as it comes in, whether you run one room or twelve.
The products that do the work.
Each product works on its own, and when you run two, the same record carries from the receipt to the ledger entry.
Digital receipts
Digital receipt software that turns every sale at your POS into an itemized electronic receipt, hosted online and delivered by app, SMS, email or API.
Accounts payable
Accounts payable automation that reads each supplier invoice, codes it and matches it to the purchase order before anyone is asked to approve payment.
Expense management
Capture receipts, categorize expenses and check policy compliance as expenses are submitted.
FAQ
Frequently asked questions
What people ask us before they sign up.
Restaurant invoice processing is getting distributor and supplier invoices, like Sysco or GFS, read, coded to food cost or the right expense account and approved, without anyone typing them in. Smartbills does that as invoices arrive, for every location, next to the receipts from your POS.
Toast, Square, Clover, Lightspeed and Shopify POS are connected at the platform level. Any restaurant running one can send receipts without a setup project for each site. If you use something else, receipts can still come in by email or through the app, just without the item-level detail the POS provides.
By coding purchases as they arrive. Food cost is purchases divided by sales, and it's normally a month-end number because purchases only count once the invoices are entered. Smartbills codes each invoice when it comes in and pulls sales from the POS. The ratio is there during the period.
Yes. Each site keeps its own books and rolls up into a combined view without an export. The expense categories are shared. Two managers can't code the same distributor two different ways.
They come in with the POS data. Nobody has to rebuild them afterwards, and that's what makes the sales side reliable enough to divide by. How they're booked follows the accounts you already use.
Yes, but they'll have far less to chase. Smartbills handles capture, coding and matching, and your accountant handles the judgement calls. The books they open at month-end are already current.
Get started
Know this week's food cost this week.
Connect your POS and your two biggest distributors, then check food cost before you place next week's order.