Finance · Live demo
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.
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 you. Talk or type and ask what a client would ask. Bookings are pretend, so try anything.
Want one like this for your business? Book a call with Sam
The problem
Suppliers ring and email head office every week to ask when they will be paid. The accounts payable officer spends hours looking up invoices across six venues, and the answers depend on venue managers who have not approved them yet.
How it works
- Looks up the invoice by supplier, number or venue and says whether it is received, approved and in which Thursday run
- Asks for a copy of any invoice the group does not have, and which venue it was for
- Tells the supplier when an invoice is waiting on a venue and chases the venue manager
- Passes disputes, early payment requests and payment plans to the financial controller with the reason
- Never changes bank details from an email and explains the call-back check instead
What it connects to
- Steve (seafood supplier)Hi, I'm from Coastline Seafood. Invoice 4471 for The Wharf Bistro was due last week. When is it being paid?
- AgentHi Steve, it's Mia from Harbourline accounts. I have invoice 4471 for AUD 2,318.40, dated 2 October. It's still waiting for approval from the head chef at The Wharf Bistro, so it missed this week's run.
- Steve (seafood supplier)That's annoying. Can it go through sooner?
- AgentI've sent the chef a reminder now. If it's approved by 12pm Wednesday it goes in Thursday's run, and the money normally lands Friday. If you'd like it paid earlier than that, I can pass the request to Rachel Ng, our Financial Controller.
- Steve (seafood supplier)Thursday is fine. Thanks.
- AgentGreat. I'll text you once it's approved so you know it's in the run.
Illustrative conversation. Names, numbers and details are made up.
Related examples
More like this one.
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.
Month-end close and cost pack desk for hospitality groups
Reminds every venue of its month-end tasks, collects stocktake counts and uninvoiced deliveries, tells the group accountant what is missing, and gives venue managers their food, drink and wage cost once the pack is out.
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.
Want this agent in your business?
Book thirty minutes with Sam. We will map this example onto your own calls, inbox and systems and tell you what it would take.
Book a discovery call →