Flagship · The flagship
Invoices land. You click the questions. The month is paid. GP holds. You run the pub.
Paper in. Lines out. A rise flagged — and the pint price that holds GP. Suppliers paid in one batch. Books coded for Xero. You run the pub, and you know if the house is making money.
Goods-in
Cloud-based. We point Goods-in at the inbox or folder you already use, and at Xero if you run it. We can get you set up.
- Every line read
- Price-rise alert
- Cheaper supplier
- Sell that holds GP
- Remittance pack
- Coded for Xero
The recode, gone
No bookkeeper typing deliveries line by line
A rise, flagged
The pint price that holds GP — through to the till
One remittance pack
The month paid, already on pub categories
You know this week
Xero updated. Making or losing money — not last quarter
Staff and the flow
On the floor, through Goods-in, into the books.
The publican stays on service. You click the odd question. Suppliers are paid. Xero gets the same numbers — not a pile rebuilt on Sunday.
- Varlo
The till
Staff on service. Prices need to follow GP.
VarloThe invoice
Read, coded, VAT and product on the line.
Lands here
Xero
- Xero
- Sage
- QuickBooks
- Wise
Accounts
Lands coded — or the same file goes to the bookkeeper.
Goods-in, in the week
01
Paper in
Invoice or statement
02
You click
The odd question
03
Rise / cheaper
GP held
04
Pay the month
One remittance pack
05
Xero
Already coded
Example wholesalers
Booker- Adams
LWC
Matthew Clark
Bidfood
Brakes
Example books
- Xero
- Sage
- QuickBooks
- Wise
Example tills
EPOS Now
Lightspeed- Square
Zettle- Stripe
Example email
- Gmail
Outlook
Yahoo Mail- Proton Mail
- +Yours — we will connect it
Example files
- Google Drive
- Dropbox
- Box
- OneDrive
- iCloud
- Proton Drive
- Nextcloud
- +Yours — we will connect it
A selection of examples — not a shortlist, and not official partnerships. We make a connector that fits the inbox, the cloud folder, the till, and the books you already run — including names not listed.
No more of this
What comes off the week
No bookkeeper retyping deliveries. No waiting on an accountant to know if the pint is making money. A rise is flagged. A cheaper supplier is flagged. The till follows.
A folder of supplier PDFs
The bookkeeper retyping every line
Guessing the pint price after a rise
Paying a supplier who is dearer than the other
Rebuilding who is owed what for the month
Waiting on an accountant to know if you are making money
Goods-in — the week, clicked through
Paper in. Lines out. Suppliers paid. GP held.
You do not recode deliveries. You click the odd question. A rise is flagged — and the pint price that holds GP. Someone is cheaper. The month goes out in one remittance pack, already coded for Xero. That is how a pub stays on top of whether it is making money.
01
Paper in
Invoice or statement — inbox, upload, or the folder you already open
02
You click
Supplier? Site? New line? Once. It learns.
03
Rise / cheaper
The pint price that holds GP. The cheaper buy, flagged.
04
Pay the month
One remittance pack. Lines already on pub categories.
05
Xero updated
Category and VAT on the line, against the bank.
Line by line, not a total
Product, quantity, price, pub category, VAT. Messy supplier PDFs still come out as a coded table you can pay from.
A rise, before it hits the till
When a purchase price moves, you see the alert and the selling price that holds GP or cash margin. Those prices can go to the till.
Someone is cheaper
Same line, two suppliers — or two sites. The cheaper buy is flagged while you can still change the order.
You run the pub
No bookkeeper retyping deliveries. No waiting on an accountant to know if you are making money. Year-end can still be signed — the file is already coded.
Savings and benefits
What goods-in gives back
No bookkeeper retyping deliveries. No waiting on an accountant to know if the pint is making money. A rise is flagged. A cheaper supplier is flagged. The till follows.
The bookkeeper’s afternoon of recoding invoices — gone.
A price rise flagged before it hits the till, with the sell that holds GP or cash margin.
A cheaper supplier flagged while you can still change the order.
The month paid in one remittance pack, already allocated to pub categories.
Lines coded for Xero against the bank. You can see if you are making money this week, not last quarter.
How Goods-in actually runs
You click through the week. The coding is already done.
The invoice lands. You answer the odd question. A rise is flagged. A cheaper buy is flagged. The month goes out in one remittance pack, already coded for Xero. That is the bookkeeper’s afternoon — gone.
An email folder it sets up
Feed invoices into a folder it creates. Gmail, Outlook, Microsoft 365, or another inbox — it reads them from there.
Upload
Upload an invoice when it arrives.
The cloud folder you already use
Google Drive, Dropbox, OneDrive, Box, iCloud, or another store. We point it at the folder where invoices already land.
Your inbox
It watches the mail folders you already have and extracts the invoices from there.
What it does
Invoices and statements in. Every line read — product, qty, cost, pub category, VAT. Questions you click once. A rise flagged. A cheaper buy flagged. The month paid in one batch. Xero updated. You stay on the floor.
The flow
- 01
Invoices and statements land
Inbox, upload, or the cloud folder you already open. PDFs, emails, whatever the supplier sent. Goods-in reads them.
- 02
You click the odd question
New line, which site, VAT. You accept or correct. It learns. Next week is quieter.
- 03
Every line is a category
Not a lump total. Product, quantity, price, bar or kitchen, VAT — ready to pay and ready for Xero.
- 04
A rise, and who is cheaper
Beer goes up: you see the pint price that holds GP. Same chips, two suppliers: the cheaper buy is flagged.
- 05
Pay the month. Update the books.
One remittance pack. Lines already allocated. Xero gets the same coding, against the bank. You know if the house is making money.
Click through the week
The mouse, the stages, the time you get back.
This is Goods-in as it actually runs — anonymised as The Oak. You click the odd question. A rise is flagged. The month is paid. Xero is already coded.
Dashboard
The Oak · week ending 16 Aug · bar + kitchen
Till follows GP · Xero ready once questions are answered
Live week
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
3Bitter 9g
Valley Drinks
Chips 4×2.5kg
Oak Farm
House white
Southern Wine
Incoming 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
You land on the week
Seven questions waiting. You click through them — not a pile of PDFs.
Step 01
You land on the week
Seven questions waiting. You click through them — not a pile of PDFs.
The bookkeeper’s recode is already gone. You are looking at work, not paper.
The software running
Every stage — dashboard, questions, the PDF, the remittance, Xero
More of Goods-in as it runs. The Oak, not your books. Amounts redacted. The mouse sits on the next click.
Dashboard
The Oak · week ending 16 Aug · bar + kitchen
Till follows GP · Xero ready once questions are answered
Live week
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
3Bitter 9g
Valley Drinks
Chips 4×2.5kg
Oak Farm
House white
Southern Wine
Incoming 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 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
A rise, and the sell that holds GP
Bitter is up. Suggested pint price. Push to the till. Amounts redacted.
Till prices · The Oak
Ready to push
- Sell
Bitter pint
Hold GP
- Sell
Lager pint
Hold cash margin
- Same
House white 175
No change
Prices to the till
The sell that holds GP or cash margin — ready to send.
Cheaper-buy alerts · The Oak
Same line, two buys
Chips 4×2.5kg
Oak Farm · cheaper
Switch this order
County Foods
Dearer this week
Bitter 9g
Valley Drinks cheaper than Southern this week
The Crown is paying more
Same supplier, same chips — Oak is on the better price
Someone is cheaper
Same line, two suppliers or two sites. The cheaper buy is flagged.
August remittances
The Oak · lines already on pub categories
5
Suppliers
65
Lines
4
Ready
This pack
| Supplier | Category | Lines | Status | Net |
|---|---|---|---|---|
| Valley Drinks | Bar | 14 | Ready | £ |
| Oak Farm Foods | Kitchen | 31 | Ready | £ |
| Southern Wine | Wine | 9 | Check | £ |
| Dairy Direct | Kitchen | 7 | Ready | £ |
| County Paper | Overheads | 4 | Ready | £ |
Valley Drinks selected · remittance already allocated · same coding goes to Xero
The month, in one batch
Remittance pack. Lines already on pub categories. Send.
Category and VAT already on the line
Xero / bookkeeper export
| Account | VAT | Lines | Net |
|---|---|---|---|
| Bar purchases | 20% | 14 | £ |
| Food purchases | 0% | 22 | £ |
| Cleaning | 20% | 4 | £ |
Lands in Xero coded — or the same file goes to the bookkeeper.
Coded, into Xero
Category and VAT on the line. Ready to sit against the bank.
Product price history
Bitter 9g · Valley Drinks
- 16 AugThis deliveryRise · £
- 2 AugPreviousHeld · £
- 19 JulPreviousHeld · £
- 5 JulPreviousHeld · £
What you paid last time
Bitter 9g over four deliveries. This one is the rise.
Menu uploaded · portions read
Dish costing
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.
For the remittance
Put this on the email.
The pack already went out through Goods-in. This is the sign-off — full pitch, short enough for Outlook.
This remittance was sent with Varlo.
Invoices and statements in. Every line read. A rise flagged — and the pint price that holds GP. The month paid in one batch, already coded for Xero.
Paper in. Lines out. Prices watched. Suppliers paid. Books updated. You know if the house is making money.
Built by people who run pubs.
varlo.co.uk · sales@varlo.co.uk
Modular suite
Core, then bolt-ons
Every product is a module, billed monthly by UK direct debit. Start with one — Goods-in, heating, payroll, or another — then add the next when you need it. Plans are recurring, with room as we keep improving the suite. When the whole system is improved, your site updates with it. You are not stuck on an old install.
Core
Invoice capture & accounts export
Invoices and statements in. Every line read, categorised, VAT treated. The month paid. Xero updated. You do not code them by hand.
- Reads every invoice and statement line by line
- Pub sales category and VAT on each line
- Monthly remittance pack — suppliers paid in one batch
- Export into Xero, already coded against the bank
- The recoding that used to be a bookkeeper’s week — 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
Publicans who want to run the house properly — prices, margin, suppliers, and the books — without employing someone to recode deliveries.
Paper in — however it arrives
Inbox, upload, or the cloud folder you already open. Gmail, Outlook, Drive, Dropbox, OneDrive — or another. Goods-in reads the invoice or the statement. You do not type it in.
A rise, and the pint price that holds GP
When a purchase price moves, you see the alert and the selling price that holds GP or cash margin. Those prices can go to the till. You are not guessing after the delivery has already gone on.
Someone is cheaper
Same or similar line, two suppliers — or two sites. The cheaper buy is flagged while you can still change the order.
Pay the month. See if you are making money.
One remittance pack, lines already allocated to pub categories. The same coding lands in Xero against the bank. You run the pub. You do not wait on a bookkeeper or an accountant to know if the house is making money.
How the saving works
Paper in. Lines out. The house in view.
Start with the core. Bolt on the rest.
The core is invoices in, lines coded, remittances out, Xero updated. 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. Comparing your own suppliers, and your own sites, is live.
You run the pub. The books follow.
Goods-in does the recoding, the questions, the remittance pack, and the Xero file. You do not need a bookkeeper to type deliveries, and you do not need to wait on an accountant to know if you are making money. If someone still signs the year-end, they get a file that is already coded.
How it goes in
Stage by stage — not a six-month programme
The enterprise suites sell a long project and a project team. We walk the house, put the first module in, and you see it running. Then it is a monthly direct debit, and the next job waits until you need it.
01
On site or Zoom
Walk the house
The week as it actually runs — till, diary, paperwork, who does what. We say what to put in first.
You getA first module, not a shopping list.
02
A cloud login
Set up the first module
Goods-in is the start on this page. We set it up around the house you already run.
You getThe software in your week, not a classroom.
03
A trial login
See it for 48 hours
Try it — or browse a system already running in a pub.
You getYou see it running before a monthly debit.
04
Recurring and modular
Go live on monthly direct debit
Pay monthly by UK direct debit for the modules you use. Extra modules are cheaper the more of the suite you run.
You getOne module live. The rest wait.
05
When you need it
Add the next job
Heating, paperwork, payroll, rooms, scans, contractors — the next pain, not the whole catalogue at once.
You getThe week gets lighter, one job at a time.
That is the implement path. Not a project team, and not six months before anyone logs in.
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 folder in Google Drive, Dropbox, OneDrive, Box, iCloud, or another store, or it watches Gmail, Outlook, Microsoft 365, or another inbox and extracts invoices from there. The list is examples. We connect the system you already run.
- Is this purchase-to-pay like the enterprise suites?
- It does the job those suites sell — invoices in, every line read, coded, and out to accounts — without locking you into reservations and EPoS as well. The difference is the till: a rise becomes the selling price that holds GP, not only a matched bill.
- Does it read every line, or just the invoice total?
- Every line: product, quantity, price, accounting category, and VAT. That is what makes GP and the till possible. A total on its own is just a PDF.
- 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 of Goods-in?
- No. Start with invoices in, lines coded, remittances, and Xero. 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. Comparing your own suppliers, and your own sites, is already in.
- Does it export to Xero?
- Yes — category and VAT already on each line, ready to sit against the bank. If you do not use Xero, the same coded file goes wherever the books live.
- Can it push prices to the till?
- The purchase-price module can. When a cost goes up it recommends the new selling price to hold GP or cash margin, and can feed that price to the till.
- Do I still need a bookkeeper or an accountant?
- Not for this. Goods-in reads the invoices, codes the lines, pays the month, and shows whether you are making money. You run the pub. If someone still signs the year-end, they get a file that is already coded — they are not retyping deliveries.
We’ll set you up
Start with goods-in
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.
- Invoices and statements in — every line read
- A rise flagged, and the sell that holds GP
- A cheaper supplier flagged while you can still switch
- The month paid in one remittance pack
- Xero updated, against the bank