Solution
Purchasing management software for restaurants, hotels and food groups
tSpoonLab connects suppliers, purchase formats, negotiated prices, purchase orders, goods reception, stores (stock locations), accounting accounts, invoices and payments, so every purchase is controlled from request to cost.
Why purchasing breaks at scale
When each location manages its own suppliers, prices and orders independently, the organization loses control. Different sites pay different prices for the same products. Unapproved suppliers enter the supply chain. Purchase volumes are fragmented, eliminating negotiation leverage.
- Each location negotiates independently, paying inconsistent prices for identical products
- No visibility into group-wide purchasing volumes or supplier performance
- Orders placed via phone, email or messaging apps, untraceable and unvalidated
- Price changes from suppliers go undetected until they appear in cost reports weeks later
- Without governance, purchasing becomes the largest uncontrolled cost in food operations
Outcome:
Control doesn't happen when the order is sent. It happens when goods are received, validated, stored, costed and paid.
Centralized supplier governance
tSpoonLab establishes a single source of truth for supplier relationships across the entire organization. Contracted prices, approved suppliers and product catalogs are managed centrally, while each location generates orders within those governed parameters.
Negotiated supplier contracts
Store agreed pricing, delivery terms and product specifications for every supplier relationship. Every purchase is validated against these contracts automatically.
Centralized price lists
Maintain a unified price database updated with every supplier interaction. Track price history, detect trends and negotiate with data rather than assumptions.
Supplier approval workflows
Control which suppliers can be used by each location. Prevent unauthorized vendors from entering the supply chain and ensure compliance with group purchasing policies.
Price consistency across locations
Compare what each location pays for the same product. Identify deviations from contracted pricing and enforce consistency across the group.
Outcome:
Supplier governance transforms purchasing from an uncontrolled operational activity into a structured, auditable financial discipline.
Supplier articles, formats and purchase conditions
Every supplier can sell the same product in a different format: boxes, cases, kg, lb, bottles, packs, trays, gallons or units. tSpoonLab links each supplier article to your internal product, purchase format, conversion, price, supplier code, tax rules and accounting classification, so purchasing, reception, inventory and food cost stay aligned.
Purchasing demand from every operational source
Recipes and menus
Purchase needs calculated from structured recipes and menus.
Production planning
Raw material demand generated from batches and central production.
Events and catering
Supplier orders driven by menus, covers and event schedules.
POS sales and consumption
Replenishment based on what was actually sold and consumed.
From purchase order to goods reception
"Control does not happen when the order is sent. It happens when the goods are received and validated."
Stores and accounting accounts connected at reception
When goods are received, each item can be routed to the correct store and accounting account. Food, beverages, packaging, cleaning products, amenities or operating supplies flow to the right stock location and financial category from the moment they enter the operation.
Supplier invoice reconciliation
Purchasing generates financial obligations that must be verified before payment. tSpoonLab closes the loop between operational purchasing and financial accounting through a structured reconciliation process.
The reconciliation flow
Purchase order → supplier delivery note → supplier invoice → reconciliation. Each step is recorded and compared, ensuring that what was ordered, what was received and what is being billed all align.
- Record delivery notes upon goods receipt, capturing actual quantities and conditions
- Compare supplier invoices against delivery notes and original purchase orders
- Identify discrepancies: quantity differences, price deviations, missing or substituted products
- Validate or dispute supplier billing with documented evidence at every step
- Export validated invoices to ERP systems and accounting software for financial processing
Outcome:
Operational purchasing connects directly to financial accounting, every invoice is validated against what was ordered and received before it reaches the ledger.
Know what you owe before the invoice arrives
Because purchase orders and delivery notes are recorded before supplier invoices arrive, tSpoonLab gives teams visibility into expected payables. Finance can see received-but-not-invoiced purchases, pending supplier amounts and upcoming payment obligations before the accounting invoice is processed.
Purchasing analytics for operations and finance
Analyze purchasing by supplier, product, category, accounting account, store, period, payment status or invoice status. Identify top suppliers, most-purchased products, unpaid invoices, received-but-not-invoiced purchases and price evolution over time.
Purchasing approvals and role-based control
- Amount limits per role or location.
- Pending approvals and who must act.
- Sent vs unsent orders.
- Allowed suppliers per location.
- Full trail: who requested, who approved, who sent.
- Purchases blocked when rules are not met.
Integration with inventory and production
Every delivery updates inventory, every production batch deducts raw materials and every cost flows through to food cost reporting, closing the loop from purchase order to dish served.
Related resources
Escandallo GuideFrequently asked questions
Control every purchase from supplier order to payment
See how tSpoonLab connects purchasing with reception, stores, accounting, invoicing and cost across every location.
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