How do you check an invoice against the delivery?
Check it before the driver leaves. Count each line, check the pack size and unit price, write any shorts, breaks or substitutions on the invoice, and have the driver initial it so you get the credit.
It reads the invoice, you check the lines it flags.
Steps
- Have the invoice in hand before you sign.
- Count cases and bottles line by line, and open a case that feels light.
- Check the pack size on each line, for example a 6 billed as a 12, or a liter billed for a 750.
- Check the unit price against your quote or the last price you paid.
- Write shorts, breaks and substitutions on the invoice and get the driver's initials next to them.
- Ask the rep for the credit memo, and keep the invoice until the credit shows on a statement.
Where PourParse fits
Photograph the signed invoice and PourParse reads it into a spreadsheet, with the item, quantity, pack size, unit price and line total on every line. The shorts and credits then sit next to each line, and lines it is unsure of are flagged for you to check. Sign in and your first 5 reads are free, then $5 a month for up to 50 reads a month.
Questions
- Should you sign for a short delivery?
- Yes, once the short is written on the invoice and the driver has initialed it. A clean signature on a short delivery makes the credit harder to get.
- What if the driver will not wait?
- Photograph the invoice and the product before they leave, and call the rep that same day. A dated photo and a quick call give you the best chance at the credit.
- What does PourParse do?
- It reads a supplier invoice, a PDF or a phone photo, and gives you every line with its item, quantity, unit price and line total, ready to download for Excel, or as CSV or JSON. Lines it is not sure of are flagged for you to check.
- What does it cost?
- The first 5 reads are free, once per account, and need no card. You sign in to read your own invoice. After that it is $5 a month for up to 50 reads a month, and you can cancel any time.
- Which invoices does it read?
- Food, beverage, produce, dairy and supply invoices from any distributor, as a PDF or a phone photo. Drop several at once and each is read on its own, two at a time. Photos up to 3 MB, PDFs up to 1.5 MB and four pages.
- What happens to my invoice?
- Nothing is kept, not the file and not the lines. Download the spreadsheet before you leave the page. If you send us a read with Have an issue? Let us know, we get that invoice by email to fix the reader and delete it once it is fixed.
- Who makes it?
- PourPar, which also makes drink costing, prep and ordering tools for bars and restaurants.