AI AP (Accounts Payable) for Restaurants & Hospitality
Done like a human, on a human's computer, by an Agent.
Works using
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No new software.No integrations.
checked against the order guide ↗
- Location03 Westgate
- Delivered11/11 · signed by kitchen
- Driver note1 cs ribeye refused
- Total$1,608.00
- Chicken breast · 03 Westgate · 5110 Food: meat468.00
- Ribeye · 03 Westgate · 5110 Food: meat312.00
- Fryer oil 35 lb · 03 Westgate · 5140 Food: grocery332.00
- To-go containers · 03 Westgate · 5310 Paper & packaging184.00
Our statement shows 8830417 open for $1,608.00. When will it be paid?
It's in the 11/20 pay run for $1,296.00. One case of ribeye, $312.00, was refused at delivery. Credit request sent 11/11 with the signed invoice.
- 01Invoice in
- 02Read photo
- 03Check prices
- 04Code location
- 05Pay run
Every delivery invoice coded the day it's signed
Invoices signed at the back door sit in a folder until the statement arrives. Your agent reads the photo and codes it the same day.
- Invoice sits in the office folder
- Read and coded In 8 days
- Deal lost. The short was written on the invoice, nobody asked for the credit, and it was paid in full.
With your agent✦ Instant- Picked up the moment it lands
- Read, price-checked, coded, routed same day
- Food cost right this week. Credit requested.
Restaurant payables are messy is messy
- Price creep. Up a little every week
- Unclaimed credits. Shorts and mis-picks, paid
- Lost invoices. Signed, never entered
- Late food cost. Known after the period
An agent that handles the messy parts your way.
- 01Back-door invoicesRead from a phone photo
- 02Item-level pricesChecked against the order guide
- 03CreditsShorts and mis-picks chased
- 04Location codingFood, beverage, paper, supplies
- 05StatementsReconciled before you pay
Every invoice, by hand. Agents should!
- ManualAgent Collect invoices
- ManualAgent Photo or scan
- ManualAgent Key every line
- ManualAgent Check prices
- ManualAgent Read driver notes
- ManualAgent Code GL
- ManualAgent Call for credit
- ManualAgent GM signs off
- ManualAgent Match statement
- ManualAgent Build pay run
Every inbox, portal and folder. One queue.
Invoices don't arrive in one place. Your agent checks each source the way your clerk does, with the logins you give it.
- Back-door invoice photos
Reads the signed copy a manager photographs at delivery.
- Distributor portals
Logs in and downloads invoices, credits and statements.
- AP inbox
Saves emailed invoices and logs the location they name.
- Texts from managers
Takes photos and notes sent to the AP number.
- Paper from the office folder
Reads the weekly stack each location scans in.
- Recurring services
Expects linen, pest and hood-cleaning bills each cycle.
One queue. Every invoice read, checked for duplicates and tracked to payment.
No new system. No integrations.
You're not buying software. You're adding an agent that uses the software you have.
- Your screens It uses your CAD, quoting system and inbox with keyboard, mouse and screen.
- Nothing to connect No API projects, no new software, no data migration. Your systems stay as they are.
- Built by talking Explain your process like you'd train a new hire. It learns by doing a real quote.
- You approve Drawings, prices, discounts, sends. Wherever you want a person, it stops and asks.
- Every run on record Screenshots, values read, prices used and who approved, for every quote.
Hand the whole invoice to an agent
- Reads the invoice photo
- Checks item prices
- Finds shorts & mis-picks
- Codes location & GL
- GM approves
- Requests the credit
- Reconciles the statement
- You release payment
Agent does itYou decide
Five steps. One invoice.
One job, start to finish: Harbor Coast Foodservice, invoice 8830417, Juniper Grill Westgate.
- 01
It reads the delivery invoice
A phone photo, with the driver's handwritten notes.
Photo · Invoice 8830417- Location03 Westgate
- Delivered11/11 · signed by kitchen
- Driver note1 cs ribeye refused
- Total$1,608.00
Invoice 8830417 · Harbor Coast Foodservice
- 02
It checks every price
Each item against your order guide or contract price.
Distributor portal · Order guideItem From Price Chicken breast, 6 cs Order guide $78.00 / cs $468.00 Ribeye, 2 csBilled 2, kept 1 Order guide $312.00 / cs · 1 refused $624.00 Fryer oil 35 lb, 8 Order guide $41.50 $332.00 To-go containers, 4 cs Order guide $46.00 / cs $184.00 - 03
It codes it
Location, then food, beverage, paper or supplies.
Restaurant365 · AP invoiceNo. AP-03-11982Harbor Coast FoodserviceDraftDescription Qty Unit Amount Chicken breast · 03 Westgate · 5110 Food: meat 6 cs 468.00 Ribeye · 03 Westgate · 5110 Food: meat 1 cs 312.00 Fryer oil 35 lb · 03 Westgate · 5140 Food: grocery 8 ea 332.00 To-go containers · 03 Westgate · 5310 Paper & packaging 4 cs 184.00 Credit requested: 1 cs ribeye, $312.00 · GM: R. Alvarez$1,296.00 - 04
It asks for the credit
The item, the note at the door, the signed copy.
Outlook · New messageToCredits, Harbor Coast Foodservice
SubjectCredit request · Invoice 8830417 · 1 cs ribeye refused
On invoice 8830417, one of two cases of ribeye was damaged and refused at delivery on 11/11. The driver noted it on the signed copy, attached. Please issue a credit for $312.00.
8830417 signed copy.jpg
Send - 05
It answers the distributor
What is paid, when, and which credit is open.
Email · Harbor Coast FoodserviceOur statement shows 8830417 open for $1,608.00. When will it be paid?
It's in the 11/20 pay run for $1,296.00. One case of ribeye, $312.00, was refused at delivery. Credit request sent 11/11 with the signed invoice.
Answered from: Pay run 11/20
Restaurants & hospitality: every step
What the agent does, where you decide, and the rules it checks.
you decide every green box
- Delivery invoice signed
- Collect photos & portal invoices
- Read lines and driver notes
- Duplicate?Yes → hold, flag AP
- Find location and vendor
- Prices match order guide?No → flag item, request credit
- Shorts or mis-picks noted?Yes → request credit
- Code location and GL
- GM approves
- Over the GM's limit?Yes → area director approves
- Enter invoice in accounting
- Statement agrees?No → list what is missing
- Vendor bank unchanged?No → call-back check
- Prepare pay run, net of credits
- You release payment
- Send remittance
- Paid & filed by location
Agent does it You decide Rule check
Coded to your chart. Matched to what you ordered.
Three-way match when there is a PO and a receipt. Your coding rules and an approval when there is not.
Every line is coded to
- Location
- 03 Westgate
- GL category
- 5110 Food: meat
- Item
- Ribeye, case
- Period
- Period 11, week 2
- Vendor
- Harbor Coast Foodservice
The ship-to picks the location. Each item is mapped once to a GL category: food, beverage, paper, cleaning, smallwares. New items go to a person to map, then the agent remembers.
- Order guide price
A broadline or produce delivery
- Each item price vs order guide
- Price vs last invoice at that location
- Fuel and delivery fees vs agreement
- Delivery check
The invoice was signed at the door
- Driver notes and crossed-out lines
- Refused or short items credited
- Signed copy on file
- Quantity vs the order placed
- Statement reconciliation
The distributor's statement arrives
- Every statement line is entered
- Credits requested have posted
- No invoice paid twice
Routed to the right approver
By amount, department, job or property. The table is yours. Change a row and the next invoice follows it.
- Order guide vendor, prices matchNo approval. Entered and scheduled.
- Under $2,000, or any price or delivery flagGeneral manager
- $2,000 to $7,500, or repairsArea director
- Over $7,500, or equipmentController
Checked before anything is paid
- Signed delivery copyNo signed copy or portal copy, not entered.
- Open creditRequested credits are taken off before the pay run is prepared.
- Statement matchA statement is not paid until it reconciles.
- Bank change call-backNew bank details wait until your team calls a known number.
Built around how you work
Not a template. Your steps, your rules, your approvals.
- 01
Explain it once
Talk or type, like training a new hire. Hand over your SOP, price book and a few past quotes.
When a request comes in, first check: duplicate? If not, hold, flag AP.
Quoting SOP.pdf Price book 2026.xlsx 3 past quotes - 02
Watch it work
It works a real job on your screen. You correct it the way you'd correct a person.
Use the 2026 price book, not last year's.
Got it. Switched to 2026 and re-priced 4 lines.
Read requestDrawingPricing - 03
Save your process
A written procedure and a flowchart. Every run follows the version you approved.
- Collect photos & portal invoices
- Read lines and driver notes
- Duplicate?
- Find location and vendor
- Prices match order guide?
- Shorts or mis-picks noted?
Change anything. Any time.
Any step, any rule, any approval. Say what changed. Approve the new version.
- Find location and vendor
- Check this customer's historyAdded
- Price above order guide?Changed
- Enter invoice in accounting
- You release paymentRepeat customers: skip
- Prices match order guide?
Add a step after “Find location and vendor”: check this customer's history and flag anything unusual.
Step added
New rule: Price above order guide → flag the item.
Rule changed
Repeat customers under the limit don't need my approval anymore.
Approval changed
Saved as version 4. You approved it. The next run follows it. The last runs keep the version they ran on.
Your rules. Exactly.
Written once in plain English. Followed every time.
- Price above order guide? Flag the item
- Driver noted a short? Request the credit
- Not on the statement? Ask for a copy
Never, on any run
- Release a payment
- Change vendor bank details
- Pay a statement unreconciled
- Write off a credit
Approvals, where you want them
It stops and asks you.
What it built, what it checked, what looks off and what it suggests. Approve, edit, reject, or take the wheel.
from your desk or your phone ↘
Harbor Coast billed 2 cases of ribeye. Westgate kept 1.
You asked to see every invoice with a driver note or a refused item before it is entered.
Agent suggests: Enter what was kept and request a $312 creditOne item needs a look. Everything else checked out.
INVOICE 8830417 · 03 WESTGATE
Chicken breast6 cs · $78.00 · guide price
Ribeye2 billed · 1 refused
Fryer oil8 · $41.50 · guide price
To-go containers4 cs · $46.00 · guide price
Coding03 Westgate · 5110 / 5140 / 5310
Pay now$1,296.00
Review notes
- All prices match the order guide
- 1 cs ribeye refused, still billed $312
- Signed copy on file
Your team, before and after
| Today | With your agent | |
|---|---|---|
| Invoice to entered | 8 days | Same day |
| Price checks | When someone notices | Every item, every invoice |
| Credits | Often never requested | Requested that day |
| Food cost | After period end | Current each week |
One invoice, start to finish
if you wish to see it in action!
How many hours can you get back?
Your volume, your times, your labor cost. Estimates, not results.
Invoices × (minutes today − minutes with the agent) ÷ 60 × hourly cost
These are example assumptions, not results. Example for a 12-unit group: minutes cover reading, price-checking, coding and credit requests. Use your own numbers.
Questions owners ask us
Do we have to buy new software or connect anything?
No. The agent works in the software you already use, with the same screens, keyboard and mouse your team uses, under logins you give it. Nothing to replace and nothing to integrate.
How is the agent built?
You explain the job the way you'd train a new hire: talk or type, and hand over your SOP and a few real examples. Then it does a real one live while you watch and correct it. Your process is saved as a flowchart and a written procedure, and every run follows the version you approved.
Will it pay distributors on its own?
No. It enters invoices and prepares the pay run. A person releases every payment, and bank-detail changes always go through your call-back check.
Can it read a crumpled invoice photographed in the kitchen?
Usually, yes, including handwritten driver notes. When a line is not readable it does not guess. It pulls the clean copy from the distributor portal, or asks the location for a new photo.
How does it catch price creep?
It compares every item price to your order guide or contract price, and to what that location paid last time. Anything above your threshold is listed for the GM or purchasing lead with both prices.
Can we change the process later?
Any time. Add a step, change a rule, move an approval or drop one. Tell the agent what changed, review the new flowchart and save it as a new version.
Which location should we start with?
Bring last week's invoices from one location.
no new system. no integrations. ↗