Your supplier charged £28 for a case of tomatoes last week. This week, the invoice says £32. You ordered the same quantity, so the increase is easy to miss among dozens of other items. This AI invoice checker shows your team which prices have changed before they approve the bill.
You place supplier invoices in a designated Google Drive folder. The system reads each invoice and compares its item prices with your agreed price list or the last approved invoice from that supplier. It emails a report showing the old price, new price and extra cost for the quantity ordered. Your team decides whether to accept the increase or question it.
What You Get:
- One invoice-checking system built in n8n for one restaurant or catering business
- Automatic checks on readable PDF invoices added to a designated Google Drive folder
- Setup for up to five suppliers and 200 regularly purchased items
- Comparison with an agreed price list or previous approved invoice, with the comparison source shown
- Checks for changes in pack size, such as a supplier switching from a 5 kg bag to a 4 kg bag
- A report showing each flagged item, its previous price, new price, and the difference in the line total
- An email alert when an increase exceeds the percentage or pound amount you choose
- A draft supplier email listing the charges you want explained
- A manual review list for unreadable invoices, unfamiliar products and uncertain item matches
- Testing with 30 historical invoices, two rounds of adjustments and a handover session
The Benefits to You:
- Check supplier prices without reading every invoice line against last week’s paperwork
- Keep invoice collection simple for the person who handles your purchasing
- Start with the suppliers and ingredients that matter most to your food costs
- Distinguish a change from last week’s price from a charge above an agreed price
- Spot when a cheaper pack contains less product
- See the actual extra cost of an increase, not just a percentage
- Focus on changes large enough to need your attention
- Question several charges in one clear email
- Keep uncertain comparisons visible to your team to check
- See how the system handles your own invoices before using it for new purchases
For example, an invoice for ten cases at £32 instead of £28 produces a £40 increase alert. If the pack size also changed, the system flags that difference rather than treating the two cases as identical. New prices become the comparison baseline only after your team approves them.
The package covers price and pack-size checks. It does not confirm that goods arrived, approve payments or update your accounting records. The payments for software subscriptions, hosting, and AI usage are handled separately.
You receive the working system in your own accounts, written instructions and 14 days of support to fix faults in the agreed build. Send us sample invoices from your main suppliers and any agreed price lists so that we can confirm the document formats before you order.