---
title: Supplier invoicing - Customers
description: This guide will take you through the supplier invoicing module which includes the solutions invoice matching and approval process
---

[Skip to content](https://support.kitchencut.com/supplier-invoice-matching#main-content)

English

Show submenu for translations

[More support](https://support.kitchencut.com/kb-tickets/new?hsLang=en)

![KC-H-18.jpg\]](https://support.kitchencut.com/hs-fs/hubfs/KC-H-18.jpg?height=40&name=KC-H-18.jpg)

- [Contact Us](https://www.kitchencut.com/contact-us)

Open main navigation

Close main navigation

- [Contact Us](https://www.kitchencut.com/contact-us)
- English
  
  Show submenu for translations
- [More support](https://support.kitchencut.com/kb-tickets/new)
- Jump to kitchencut.com

 Jump to kitchencut.com

 Hello. How can we help you?

- There are no suggestions because the search field is empty.

1. [F+B Engine | Support Center](https://support.kitchencut.com/?hsLang=en)
2. [ACCOUNTING](https://support.kitchencut.com/accounting?hsLang=en)

# Supplier invoicing - Customers

## This guide will take you through the supplier invoicing module which includes the solutions invoice matching and approval process

> *Please note: This feature may not be included in all Kitchen CUT packages. Speak to your Customer Success Manager to discuss enablement and pricing options.*

The **Supplier Invoicing** module allows suppliers to submit invoices directly to your system, supporting both single-line and multi-line invoice uploads.

---

#### Invoice Types

Suppliers can upload invoices in two formats:

### i) Single-Line Invoices

These are typically for one-off or service charges such as:

- Window cleaning
- Marketing costs
- Delivery fees

Once submitted, the invoice will appear under `Accounting > Payments > New Purchases`. You can then:

- Assign it a class (e.g. *Services*, *Consumables*)
- Name and categorise it
- Follow the standard **Approve** and **Mark for Payment** process

### ii) Bulk Uploads (Line-by-Line)

Suppliers can upload detailed, multi-line invoices using a provided Kitchen CUT template.

These can then be matched to a **Purchase Order (PO)** either by:

- Linking it within the Gateway interface
- Or including the corresponding PO number within the invoice upload template

---

#### Three-Way Matching

Once supplier invoicing is enabled, the **Accounting \> Payments** view will include a *3-Way Match* status column.![](https://support.kitchencut.com/hubfs/undefined-Jan-20-2021-11-51-09-85-AM.png)

This compares:

1. The original **Purchase Order** (if available)
2. The **Stock Received Total** (recorded at delivery check-in)
3. The **Supplier Invoice Total**

**Match Status** displays a star rating:

- ⭐⭐⭐ = All three totals match
- ⭐ = None of the totals match

This offers instant visual insight into invoice discrepancies and highlights where manual review may be needed.

---

#### Invoice Processing Settings

Navigate to `Settings > Accounting > Invoices` to customise your invoice matching workflow. These can be configured **globally** or **per site**.![](https://support.kitchencut.com/hubfs/undefined-Feb-06-2021-10-55-18-83-AM.png)

Below is a breakdown of each key setting:

### i) Auto-Approval Tolerance

Set tolerance limits for invoice auto-approval:

- Can be defined as either a **fixed amount (£)** or a **percentage (%)**
  
  ### ![](https://support.kitchencut.com/hubfs/undefined-Feb-06-2021-11-04-39-34-AM.png)
- If a supplier invoice falls within tolerance, it can be automatically approved

> If an accounting integration (e.g. Xero, QuickBooks) is set up, auto-approved invoices will be posted directly to your purchase ledger.

### ii) Action if Invoice Total is **Greater** Than Received Value

Determine the system response when the invoice amount **exceeds** the stock received total:![](https://support.kitchencut.com/hubfs/undefined-Feb-06-2021-11-05-51-67-AM.png)

- **Hold & Send Notification** (recommended): Blocks auto-approval
- Invoice will require manual review before it can be processed

### iii) Action if Invoice Total is **Less** Than Received Value

Set rules for when an invoice is **understated** compared to received goods:![](https://support.kitchencut.com/hubfs/undefined-Feb-06-2021-11-07-31-57-AM.png)

- **Hold & Send Notification** (recommended): Invoice won’t proceed without review
- Allows cross-checking with supplier before approval

### iv) Final Approval Method

Choose how the system should handle approved invoices:

- **Approve only**: Marks invoice as approved, but not paid — final payment step must still be completed![](https://support.kitchencut.com/hubfs/undefined-Feb-06-2021-11-08-36-43-AM.png)
- **Approve and Send**: Fully completes the invoice within Kitchen CUT, marks as paid, and (if integrated) posts directly to accounts system

> **Important:** Make sure **"Generate automatic invoices from closed orders"** is set to **No** to prevent unwanted invoice duplication.

---

#### 💡 Best Practices

- Align with suppliers on how they submit invoices — especially if using the Gateway
- For best results, always match invoices to a valid PO
- Use the three-way match status to quickly identify discrepancies and reduce payment delays
- Review auto-approval tolerance settings regularly to ensure they align with your internal controls
- Keep the “Generate automatic invoices from closed orders” setting turned off unless specifically needed

---

#### ❓ FAQs

**Who controls the invoice submission process?**  
Suppliers are responsible for uploading their invoices via the Gateway and linking them to a PO if required.

**Can we use this feature without a Gateway supplier?**  
No — this feature is part of the Gateway-enabled workflow and requires supplier-side participation.

**What if a supplier invoice isn’t matched to a PO?**  
You can still process the invoice, but match status may show as incomplete. Manual review is recommended.

**What if the supplier overcharges or undercharges?**  
Use the system settings to prevent auto-approval and ensure flagged invoices are manually reviewed.

**Can I disable this feature?**  
It can be toggled off at package or site level. Contact your Customer Success Manager for options.

---

#### 🆘 Need Help?

✉️ Email us at support@kitchencut.com  
📝 [Submit a support ticket](https://support.kitchencut.com/?hsLang=en)

 

 

 

 

- [WHAT'S NEW?](https://support.kitchencut.com/whats-new?hsLang=en)
- [PRODUCTS](https://support.kitchencut.com/products?hsLang=en#main-content)

    - [Creation & Deletion](https://support.kitchencut.com/products?hsLang=en#creation-deletion)
    - [Product Management](https://support.kitchencut.com/products?hsLang=en#product-management)
    - [Product Information](https://support.kitchencut.com/products?hsLang=en#product-information)
- [SUPPLIERS](https://support.kitchencut.com/suppliers?hsLang=en#main-content)

    - [Connections](https://support.kitchencut.com/suppliers?hsLang=en#connections)
    - [Pricelists](https://support.kitchencut.com/suppliers?hsLang=en#pricelists)
- [ORDERING](https://support.kitchencut.com/ordering?hsLang=en#main-content)

    - [Suppliers](https://support.kitchencut.com/ordering?hsLang=en#suppliers)
    - [Placing Orders](https://support.kitchencut.com/ordering?hsLang=en#placing-orders)
    - [Deliveries](https://support.kitchencut.com/ordering?hsLang=en#deliveries)
    - [Lists](https://support.kitchencut.com/ordering?hsLang=en#lists)
    - [PAR Levels](https://support.kitchencut.com/ordering?hsLang=en#par-levels)
- [INVENTORY](https://support.kitchencut.com/inventory?hsLang=en#main-content)

    - [Stock Take Video Series](https://support.kitchencut.com/inventory?hsLang=en#stock-take-video-series)
    - [Stock Taking](https://support.kitchencut.com/inventory?hsLang=en#stock-taking)
    - [Transfers](https://support.kitchencut.com/inventory?hsLang=en#transfers)
    - [Waste](https://support.kitchencut.com/inventory?hsLang=en#waste)
    - [Reporting](https://support.kitchencut.com/inventory?hsLang=en#reporting)
- [MENU COSTING](https://support.kitchencut.com/menu-costing?hsLang=en#main-content)

    - [Recipes](https://support.kitchencut.com/menu-costing?hsLang=en#recipes)
    - [Menus](https://support.kitchencut.com/menu-costing?hsLang=en#menus)
- [POS](https://support.kitchencut.com/pos?hsLang=en#main-content)

    - [Menu Items](https://support.kitchencut.com/pos?hsLang=en#menu-items)
    - [EPOS](https://support.kitchencut.com/pos?hsLang=en#epos)
- [ECOMMERCE](https://support.kitchencut.com/ecommerce?hsLang=en#main-content)

    - [Digital Menus](https://support.kitchencut.com/ecommerce?hsLang=en#digital-menus)
- [REVENUE](https://support.kitchencut.com/revenue?hsLang=en#main-content)

    - [Reports](https://support.kitchencut.com/revenue?hsLang=en#reports)
- [ACCOUNTING](https://support.kitchencut.com/accounting?hsLang=en#main-content)

    - [Accountancy package integrations](https://support.kitchencut.com/accounting?hsLang=en#accountancy-package-integrations)
- [TEAM](https://support.kitchencut.com/team?hsLang=en)
- [SETTINGS](https://support.kitchencut.com/settings?hsLang=en#main-content)

    - [Team](https://support.kitchencut.com/settings?hsLang=en#team)
    - [Business](https://support.kitchencut.com/settings?hsLang=en#business)
    - [Sales](https://support.kitchencut.com/settings?hsLang=en#sales)
    - [Menu Costing](https://support.kitchencut.com/settings?hsLang=en#menu-costing)
    - [Revenue Outlets](https://support.kitchencut.com/settings?hsLang=en#revenue-outlets)
- [EDUCATION USERS](https://support.kitchencut.com/education-users?hsLang=en)
- [CENTRAL PRODUCTION UNIT (CPU)](https://support.kitchencut.com/central-production-unit-cpu?hsLang=en#main-content)

    - [CPU Products](https://support.kitchencut.com/central-production-unit-cpu?hsLang=en#cpu-products)
    - [CPU Production lists](https://support.kitchencut.com/central-production-unit-cpu?hsLang=en#cpu-production-lists)
    - [CPU as a supplier](https://support.kitchencut.com/central-production-unit-cpu?hsLang=en#cpu-as-a-supplier)
- [KC Lite](https://support.kitchencut.com/kc-lite?hsLang=en#main-content)

    - [Getting Started](https://support.kitchencut.com/kc-lite?hsLang=en#getting-started)
    - [Products](https://support.kitchencut.com/kc-lite?hsLang=en#products)
    - [Menu Costing](https://support.kitchencut.com/kc-lite?hsLang=en#menu-costing)
- [SUPPLIER GATEWAY](https://support.kitchencut.com/supplier-gateway?hsLang=en#main-content)

    - [Getting Started with the Supplier Gateway](https://support.kitchencut.com/supplier-gateway?hsLang=en#getting-started-with-the-supplier-gateway)
    - [Creating and Submitting Price Files to Customers](https://support.kitchencut.com/supplier-gateway?hsLang=en#creating-and-submitting-price-files-to-customers)
    - [Supplier Invoicing](https://support.kitchencut.com/supplier-gateway?hsLang=en#supplier-invoicing)

- [Contact Us](https://www.kitchencut.com/contact-us)

[![kitchencut.png](https://support.kitchencut.com/hs-fs/hubfs/KC_logoTransparent.jpg?width=722&height=156&name=KC_logoTransparent.jpg "kitchencut.png")](http://kitchencut.com)

Kitchen CUT | F+B Engine

Copyright © 2026, Kitchen CUT