Flagship · The flagship suite
Know your prices. Keep GP current. Stay profitable — without becoming a bookkeeper.
Invoice, cost control & accounts export
Cloud-based invoice capture. Start with the core module; add price tracking, menus, or supplier intelligence when you are ready. We can get you set up.
The flagship flow
01
Invoices in
Email, upload, Drive
02
Coded
Lines, VAT, category
03
GP / till
Prices you can trust
04
Accounts
Xero or the bookkeeper
Reads from
- Booker
- Adams
- LWC
Works with
- Xero
Alongside
- Tills
Works with, reads from, or sits alongside — not official partnerships.
What you save
Thousands of pounds a month saved in bookkeeping and analysis.
Confidence in the prices you set — then those prices go to the till.
GP percentages stay up to date even when you are busy.
See, simply, whether you are making or losing money.
It really is that simple
Invoices in. Read for you.
Feed them in. The software reads them. You stay on the floor — not in a pile of PDFs.
An email folder it sets up
Feed invoices into a folder it creates. It reads them from there.
Upload
Upload an invoice when it arrives.
Dropbox or Google Drive
Point it at a folder where invoices are already saved.
Your email
It reads email folders and extracts the invoices from there.
What it does
Invoices in — an email folder it sets up, an upload, Dropbox or Google Drive, or the inbox you already use. Lines coded. Prices you can trust. GP kept current. Till updated. You stay on the floor.
The flow
- 01
Invoices in
An email folder it sets up, an upload, a Dropbox or Google Drive folder, or the inbox you already use. It reads them.
- 02
It reads the lines
Every line is extracted: product, quantity, price, account category, VAT treatment. Not a PDF dump.
- 03
Prices, GP, till
You see what to charge. GP stays current even when you are busy. Those prices can go to the till.
- 04
See if you are making money
A simple picture — making or losing — without becoming a bookkeeper.
- 05
Export to Xero
Or the same coded file to the bookkeeper. The analysis is yours; the sign-off is still theirs.
The software running
The dashboard you land on — then the questions, the PDF, the messy layouts
This is the flagship. The whole arrival screen first. Then the inbox of questions, how it reads a PDF, and three supplier layouts that still extract clean lines. Anonymised as The Oak.
Dashboard
Overview of everything that needs you today
7 questions waiting
Answer them so new lines get a category, VAT, and a product
Step 1
Failed
2
Step 2
Questions
7
Step 3
Pricing
3
Step 4
Statements
1
Step 5
Xero
Ready
Invoices
24
This week
Questions
7
Need answering
Price alerts
3
Active
Products
186
Tracked
Statements
1
To reconcile
Failed
2
Need a look
Blocked
0
Cost clobber
GP below target
2Price increases
3Incoming documents
Valley Drinks INV-1844
14:02 · 18 lines · Oak
Oak Farm delivery
13:40 · 31 lines · Oak
Southern Wine
11:18 · 9 lines · Crown
Dairy Direct
Yesterday · 7 lines · Oak
Inbox status
The dashboard you land on
Questions waiting, invoices to review, inbox status — the whole arrival screen. The Oak, not your books.
Review questions
7 waiting · The Oak + The Crown
PDF · INV-1844
VALLEY DRINKS
Invoice · The Oak
Querying this PDF — new line highlighted
Which supplier is this?
INV-1844 · header doesn’t match a known layout yet
Oak or Crown?
Valley Drinks · delivery address could be either
New line — Guest ale 9g
Needs product, category, VAT. Suggested: Bar / 20%
Chips 4×2.5kg → Oak Farm Chips?
Likely match. Accept or teach a new product.
Kitchen oil 20L — 0% or 20%?
Last time this supplier coded food / 0%
Loo roll case
Suggested: Overheads / Cleaning / 20%
Questions to answer
Supplier? Site? New line? A busy inbox of queries — you answer once, it learns.
Read invoice · INV-1844
Valley Drinks · The Oak · 18 lines extracted
VALLEY DRINKS
Wholesale · Invoice
INV-1844
14 Aug 2026
Deliver to: The Oak
VAT as marked on each line
What it extracted and learned
Product · qty · price · account category · VAT treatment
| Product | Qty | Unit | Category | VAT | Price |
|---|---|---|---|---|---|
| Bitter 9g | 18 | keg | Bar | 20% | £ |
| Guest ale 9g | 6 | keg | Bar | 20% | £ |
| Lager 11g | 12 | keg | Bar | 20% | £ |
| House white 6×75 | 2 | case | Wine | 20% | £ |
Category
Learned from last Valley Drinks
VAT
20% drinks · on the line
Product
Matched + 1 new line
How it reads a PDF
Invoice on the left. Product, qty, price, category and VAT extracted underneath.
Different layouts. Same coded lines.
It learns however complicated the supplier PDF is
VALLEY DRINKS
Invoice
OAK FARM FOODS
Delivery note
SOUTHERN WINE Co.
Invoice
Extracted the same way — product, qty, category, VAT
Learned| Product | Qty | Unit | Category | VAT | Price |
|---|---|---|---|---|---|
| Bitter 9g | 18 | keg | Bar | 20% | £ |
| Guest ale 9g | 6 | keg | Bar | 20% | £ |
| Lager 11g | 12 | keg | Bar | 20% | £ |
| House white 6×75 | 2 | case | Wine | 20% | £ |
Messy layouts, same clean lines
Three different supplier PDFs. The extract is still a coded table.
Invoice processing hub
The Oak · week ending 16 Aug
24
Invoices
22
Coded
2
To check
Net
VAT
18
Ready
| Invoice | Supplier | Site | Date | Lines | Status |
|---|---|---|---|---|---|
| INV-1842 | Valley Drinks | Oak | 14 Aug | 18 | Coded |
| INV-1841 | Oak Farm Foods | Oak | 14 Aug | 31 | Coded |
| INV-1839 | Southern Wine | Crown | 13 Aug | 9 | Check |
| INV-1837 | Valley Drinks | Crown | 12 Aug | 22 | Coded |
| INV-1834 | Dairy Direct | Oak | 12 Aug | 7 | Export |
Invoice hub
Coded, to-check, ready for export — the week’s inbox.
Price review · The Oak
Purchase alerts
3
Rises
11
Held
2
Till ready
Bitter 9g
Up vs last delivery · hold GP at 68%
House white
No change · history logged
Price alert
A rise flagged, with the sell that holds GP. Amounts redacted.
Dish costing
Menu uploaded · portions read
12
GP good
3
Look
Steak & ale pie
Approx dish cost · GP good
Fish special
Cost moved · sell needs a look
Sunday roast
Portions from the menu PDF
Dish costing
Menu uploaded, portions read, cost from real invoices.
Supplier intelligence
Same line, two buys
Chips 4×2.5kg
The Oak · cheaper
Same supplier
The Crown
Paying more
Bitter 9g
Valley Drinks cheaper than Southern this week
Supplier intelligence
Same line, two sites — who is getting the better buy.
Modular suite
Core, then bolt-ons
Every product is a module, billed monthly by UK direct debit. Start with one — invoicing, heating, payroll, or another — then bolt the next on when you need it. Plans are recurring, with plenty of room as we keep improving the suite. When the whole system is improved, your location updates with it. You are not stuck on an old install.
Core
Invoice capture & accounts export
The core: invoices in, every line read, categorised, VAT-treated, and exported. You do not walk them by hand.
- Reads every invoice line by line
- Accounting category on each line
- VAT treatment on each line
- Export into your accounting software — or to the bookkeeper — with the correct categories and VAT
- The analysis that used to cost thousands a month — while you stay on the floor
Module
Purchase price tracking
Watch what you pay, get told when it goes up, and know what the till price should be to hold GP. Confidence in the prices you set.
- Tracks purchase pricing over time
- Alerts when prices go up — beer is the classic example
- Tells you what to charge to keep GP where it should be
- Feeds those prices to the till
- A log of product price history, not last month’s memory
Module
Menus & dish costing
Upload menus. The system reads them, applies portion control, and approximates dish cost so plates are priced properly.
- Upload the menus you already print or PDF
- AI reads dishes and portions
- Approximate dish cost from real invoice prices
- So selling prices follow cost, not a guess
Module
Supplier intelligence
Same or similar product, two suppliers — which is cheaper, with alerts. Across several pubs, who is getting the better buy.
- Compare the same or similar product across suppliers
- Alerts when another supplier is cheaper
- Multiple sites: see if one pub is buying cheaper from the same supplier
Who it is for
Hospitality operators — especially pub people who are busy running the house. You do not need to be steeped in admin, cost, and pricing. This gives you the answers so you look and operate professionally.
It really is that simple to get invoices in
An email folder it sets up, an upload, a Dropbox or Google Drive folder, or the inbox you already use. It reads them. That is the whole of it.
Confidence in the prices you set
When a purchase price moves, you see the alert and the selling price that holds GP. Those prices feed the till. History is logged. You can be sure of what you are charging.
GP that stays current while you are busy
You do not have to sit down with a spreadsheet after a delivery. GP percentages stay up to date. You see, simply, whether you are making or losing money.
Makes you money by giving you the answers
Thousands of pounds a month saved in bookkeeping and analysis — and the prices and GP that keep the house profitable. You stay running the pub.
How the saving works
Professional prices. Live GP. The till.
Start with capture. Bolt on the rest.
The core is invoice capture and accounts export. Price tracking, dish costing, and supplier intelligence are modules. Pay for the core, add another when you need it — each extra module is discounted the more of the suite you use.
In the pipeline — not live today
We are building a way to compare what other operators within five miles are paying the same suppliers, so you can challenge prices. That is coming; it is not in the product yet.
Xero, or your bookkeeper
The export carries the category and VAT already on the line. If you run Xero, it lands there. If a bookkeeper does the books, they get a file that does not need re-coding. You still get the answers — prices, GP, making or losing money.
Questions people ask
- How do invoices actually get in?
- We set up an email folder you can feed, you can upload an invoice, you can point it at a Dropbox or Google Drive folder, or it reads email folders and extracts invoices from there. It really is that simple.
- What if admin and pricing are not my thing?
- You run the pub. The software keeps GP current, tells you what to charge, feeds the till, and shows you simply whether you are making or losing money.
- Do we have to take the whole invoicing suite?
- No. Start with invoice capture and accounts export. Add purchase price tracking, menus and dish costing, or supplier intelligence when you want them. Extra modules are discounted the more you use.
- Can I see what other pubs nearby pay the same suppliers?
- That is in the pipeline — not live today. The idea is to compare what operators within five miles pay the same suppliers, so you can challenge prices.
- Does it export to Xero?
- Yes — with the accounting category and VAT already on each line. If you do not use Xero, the same coded file goes to your bookkeeper or other accounts software.
- Can it push prices to the till?
- The purchase-price module can. When a cost goes up it can recommend the new sell to hold GP, and feed that price to the till.
- Does it replace the accountant?
- No. It does the bookkeeping and analysis that used to cost thousands a month, and gives you the answers. The sign-off is still theirs.
Free trial
Start with invoicing
Plans are modular and recurring, billed monthly by UK direct debit. We can get you set up. Extra modules are discounted the more you use. When we improve the whole system, your location updates with it.
Get started