Solution
AI delivery note and invoice automation for food operations
tSpoonFast captures supplier deliveries at the point of receipt. Your team photographs a delivery note, validates what arrived, and the data flows into purchasing, inventory, food cost and invoice reconciliation, without manual re-entry.
Goods receipt is where data gets lost
The moment goods arrive is the highest-leverage data capture point in food operations. It is also where most cost data disappears, buried in paper, delayed by manual entry, or skipped entirely.
- Delivery notes pile up and get keyed in manually, late, or not at all
- Receiving errors and price changes go unnoticed until they hit the P&L
- The people receiving stock are chefs, not data-entry operators
- Without captured receipts, inventory and food cost run on estimates
Outcome:
The moment of goods receipt is the cheapest place to capture accurate cost data, and the most expensive place to lose it.
Delivery note first, invoice second
Most invoice tools start when the invoice arrives. tSpoonFast starts when the goods arrive.
Capturing the delivery note at reception means stock, cost and expected payables are known before the supplier invoice even exists.
From photo to validated data
Capture by photo and voice
tSpoonFast replaces manual data entry with AI capture at the point of receipt. The kitchen team photographs a delivery note or speaks a count, and the system structures the data automatically.
- Photograph a delivery note and the AI extracts items, quantities, prices, lot numbers and the delivery note number
- Voice-driven ordering and inventory counts, captured in the moment by the kitchen team
- Captured data flows straight into inventory, purchasing and food cost, no re-keying
- Structured, guided setup: catalogs and suppliers are parameterised so capture is accurate from day one
Capture accuracy depends on proper parameterisation of catalogs and suppliers, and on clear document photos. This is structured capture, not guesswork.
What the AI captures
AI captures, the team validates
AI captures the document, but the operation stays in control. Teams can review, correct and validate extracted lines before stock, cost and accounting data are updated. Accuracy improves because capture is connected to your supplier catalogues, purchase articles and product formats: the AI is not reading documents in isolation.
Know what was received before the invoice arrives
Because delivery notes are captured at reception, teams can track received-but-not-invoiced purchases, expected supplier amounts and pending obligations before the invoice reaches accounting.
Reconciliation of purchase order, delivery note and invoice, plus payables analysis, is handled in Purchasing Management.
Closing the loop: invoice reconciliation
Invoice reconciliation matches delivery notes, purchase orders and supplier invoices to flag discrepancies before payment, with validated data exported to ERP and accounting systems. Full payables analysis lives in Purchasing Management.
- Delivery note, purchase order and supplier invoice matched automatically
- Discrepancies flagged for review before payment
- Validated data exported to ERP and accounting systems
More than capture: the operations app
Invoice automation is one workflow inside tSpoonFast.
tSpoonFast is the execution layer the kitchen team uses on the floor. Invoice and delivery-note capture sits alongside the full operational toolkit, giving the team one app for the work that actually happens during service and prep.
- Waste (merma) tracking at the point it happens, by product, station and shift
- Internal transfers between cost centres, with origin, destination and timestamp
- Daily process checklists by shift, day or location
- Production recipe cards with photos and video, standardised across locations
Outcome:
tSpoonFast is the on-the-floor execution layer that feeds the back office, one app, one data set, from receipt to reporting.
How this differs from invoice-only tools
Many tools automate supplier invoices for accounting and a daily P&L. tSpoonFast starts earlier, at goods receipt, captured by the kitchen team, and connects that data to inventory, production and real food cost, not only to the ledger.
Frequently asked questions
If your operation is growing, opening new locations or struggling to maintain control, this conversation will clarify your path.