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 — useful for invoices that arrive as email attachments.
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.
Your prices never change without a human saying so. No matter how confident the scanner is, there is no automatic approval — a manager reviews every receipt before any cost is updated. Staff can capture receipts but can’t see or approve the review queue.
What approval does
- Updates item costs to the invoiced prices — which automatically re-costs every recipe using those items.
- Builds your price history, so you can see trends and spot creeping prices on the Price History page.
- Flags price changes 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.
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.