Receipts and invoice scanning

Snap a photo of an invoice on delivery day and the app reads it for you. Nothing changes on its own: every receipt waits in a review queue until a manager checks it and approves it.

Capturing a receipt

Scan with your phone

Anyone on the team, including staff, can open Scan receipt on their phone and photograph an invoice. The camera finds the edges of the paper and captures automatically when the shot is sharp and steady (there’s a flashlight button for dark walk-ins). Scanning works best with the invoice laid flat on a light-colored surface.

Upload a file

Managers can also upload a photo or PDF directly from the Receipts page. Handy for invoices that arrive as email attachments.

Send them from another system

If invoices already land somewhere else — a shared drive, an accounting tool, a script — they can be posted straight into the review queue with an API token. An admin can mint one and read the endpoint reference under Admin › API. Receipts sent this way go through the same review queue as everything else.

Review first, always

Every captured receipt lands in the review queue as pending review. A manager opens it, sees the scanned lines next to the original image, matches each line to the right inventory item, and fixes anything the scanner misread. Then they approve or reject it.

What approval does

• Item costs update to the invoiced prices, and every recipe using those items is re-costed automatically.
• Each approved price goes into your price history, so you can see trends and spot creeping prices on the Price History page.
• Price changes get flagged during review, so a jump from $24 to $31 a case gets noticed before you approve it. The app also sanity-checks the receipt’s math (quantity × unit price vs. line total) and highlights lines that don’t add up.

When the size is different than usual

Your vendor is out of the 10 lb box of strawberries, so you take the 30 lb box instead. The invoice says $60 where it usually says $20 — which, taken at face value, looks like the price tripled.

Match the line to the item as normal. Underneath, the app shows what it expects that price to cover — covers 10 lb — alongside a change link. Set it to 30 and the app records the real comparable price of $20 for your usual 10 lb box. Your price history stays honest and nothing gets flagged as a jump that isn’t one.

This changes that one receipt line only. The item still expects the 10 lb box, which is what you want while the big box is a one-off. If the vendor drops the 10 lb box for good, edit the item itself so the new size becomes the thing you order.

Barcode learning

Vendors sometimes change the barcode (UPC) on a product, or sell the same item under more than one code. When you match a line with a new barcode to an existing item and approve it, the app adds that barcode to the item as an alternate. It never throws away the ones it already knows. Next time, that line matches automatically.

Tips for clean scans

• Flatten the invoice. Smooth out folds and curled corners.
• Use a light, plain surface so the paper edges stand out.
• Get the whole page in frame; let the auto-capture fire.
• Long invoice? Scan it page by page.