Supplier Invoice Discrepancy Alert
A done-for-you restaurant automation built for the Accounts Payable Coordinator, connecting Airtable and Google Sheets so the work below happens on its own.
What this automation does, step by step
Every delivered supplier invoice is automatically checked against the original purchase order line by line, and any mismatch in quantity or price is instantly flagged to the accounts payable coordinator before the invoice is approved for payment, instead of a discrepancy only surfacing weeks later during a full audit of the books.
Suppliers with recurring discrepancies are automatically tracked over time, giving management hard numbers to bring to a vendor conversation instead of a vague sense that a supplier's pricing "feels off," and the restaurant stops quietly overpaying for cases that were never actually delivered at the quoted price.
- POS system (e.g., Toast or Square) with inventory module
- Zapier or Make.com
- Google Sheets or Airtable (aggregated dashboard)
- Email or supplier ordering portal
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Left to a person, this means an accounts payable coordinator re-enters the same data more than once, double-checks it by hand, and still occasionally misses something. It's the kind of work that quietly eats hours every week.
With this automation
- Invoices generated the moment a job or milestone completes
- Polite, escalating payment reminders that run on schedule
- Failed payment recovery for subscriptions and memberships
- Expense, commission, and reconciliation work handled automatically
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