Finance · Live demo
Invoice approval chaser for restaurant and pub groups
Chases venue managers and head chefs to approve supplier invoices before the weekly payment cut-off, records why an invoice is wrong, and tells accounts payable what is stuck.
Talk to Mia at Harbourline Hospitality Group
Harbourline Hospitality Group is made up. Mia is a real agent, set up the way we would set one up for your team. Talk or type and ask what your staff would ask.
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The problem
Invoices sit in the approval queue for weeks because venue managers are on the floor, not at a desk. Suppliers go unpaid, statements stop matching, and the accounts team spends Wednesdays ringing venues.
How it works
- Texts each venue manager and head chef a list of invoices waiting more than 3 days
- Sends a second reminder on Tuesday afternoon before the Wednesday noon cut-off
- Records the reason when a manager says an invoice is wrong: price, short delivery or not ordered
- Passes problem invoices to the accounts payable officer to take up with the supplier
- Sends the accounts team a Wednesday summary of what is approved and what is stuck, by venue
What it connects to
- AgentHi Luca, Mia from accounts. The Glebe Arms has 4 invoices waiting more than 3 days, AUD 3,904 in total. The cut-off for Thursday's run is 12pm tomorrow. Can you approve them in Dext today?
- Luca (venue manager)Three are fine, I'll do them now. The Riverside Produce one is wrong, we got charged for 10 boxes of tomatoes and only 6 came.
- AgentThanks Luca. I've noted Riverside Produce invoice 9902 as a short delivery, 4 boxes, and passed it to Tom Avery to ask the supplier for a credit note. Do you have the delivery docket?
- Luca (venue manager)Yeah, I'll send a photo.
- AgentPerfect, send it here and I'll attach it for Tom. The other three will go in Thursday's run once you've approved them.
Illustrative conversation. Names, numbers and details are made up.
Related examples
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Staff expense claims desk for restaurant and bar groups
Takes staff expense claims by text with a receipt photo, checks they have the details the policy asks for, sends them to the venue manager to approve, and tells staff when they will be paid.
Supplier invoice query line for multi-venue hospitality groups
Answers suppliers who ask whether their invoice has arrived, been approved and which payment run it is in, collects missing invoices, and passes disputes and bank detail changes to the financial controller.
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