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Invoices that read themselves.

Snap the docket or forward the email. Equimise reads every line, matches it to a product, posts the cost, and adds to your count — in under a minute, with no manual entry.

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From photo to ledger entry in five steps.

Most venues key in delivery data by hand — hours after the truck leaves, from a crumpled docket, into a spreadsheet that nobody trusts. This is what the same process looks like when the invoice does the work.

  1. You take a photo or forward the email

    Point your phone at the invoice, or forward the supplier email straight to your Equimise address. No special format required — printed, handwritten, PDF, or multi-page all come through the same way.

  2. Every line is read and extracted

    Equimise reads the document top to bottom — product description, quantity, unit, and unit price for each line. Handwriting, variable layouts, and supplier shorthand are all handled without reformatting.

  3. Lines are matched to your product list

    Each extracted line is matched against the products in your system. Recognised items go straight through. New supplier names or alternate descriptions go to a one-tap confirmation queue — you approve once and the match is remembered.

  4. Unit costs update automatically

    If a supplier price has moved, the new cost posts without any manual step. Your recipe margins recalculate from the updated figure — no separate cost review needed.

  5. Stock increments on the live count

    Confirmed quantities go straight onto your live stock. The delivery shows up in your counts the moment the invoice is processed — not at the end of the week when someone gets around to it.

Every line, matched and ready to confirm.

The review screen shows the parsed invoice next to the matched products. One column is what the invoice says; the other is what Equimise found in your system. Matched lines are ticked through automatically — you only touch the ones that need a look.

Unmatched lines flagged for one-tap confirmation

Invoice — Bidvest Foodservice · 14 Apr 12 lines · 1 to confirm
  • Beef tenderloin 250g Matched → Beef tenderloin 250g
  • Rump steak 300g × 20 Matched → Rump steak 300g
  • Baby spinach 1kg Matched → Baby spinach loose 1kg
  • Canola oil 10L Matched → Vegetable oil 10L
  • Cherry tomato 500g × 4 Matched → Cherry tomato punnet
  • Total cost posted $1,284.60

The formats your suppliers actually send.

Equimise doesn't ask suppliers to change how they work. Whatever format the invoice arrives in, it goes through the same process — no PDF templates to maintain, no email forwarding rules to set up per supplier.

  • 01 / 06

    Handwritten delivery dockets

    Written quantities, scratched-out lines, supplier shorthand — all read and extracted without manual transcription.

  • 02 / 06

    Printed and PDF invoices

    Typed invoices in any layout, scanned documents, and email attachments all process the same way.

  • 03 / 06

    Multi-page orders

    Long orders spread across multiple pages are read as a single document — every line is extracted before matching begins.

  • 04 / 06

    New supplier names

    When a product description doesn't match your system exactly, it goes to a one-tap queue. You confirm the match once; Equimise remembers it for every invoice after.

  • 05 / 06

    Unit cost drift tracking

    Every invoice creates a price data point. Drift reports show which products have crept up across weeks or months — useful to have before your next supplier conversation.

  • 06 / 06

    Invoice history

    Every invoice is stored with its original document, the parsed lines, and the matched products. Pull it back at any point for a delivery query or cost dispute.

When invoices go straight into the system, you stop playing catch-up. Cost drift that used to surface at month-end shows up within the week — early enough to actually do something about it.

Equimise operations playbook

  • <60 s

    from invoice submission to stock updated

  • Zero

    manual lines typed for a matched invoice

  • Weekly

    cost visibility — not quarterly

What operators ask before going live.

  • What about handwritten dockets — will it actually read them?

    Yes. Handwriting is the most common format we see from fruit-and-veg and small local suppliers. The system handles scratched-out quantities, abbreviations, and margin notes — and flags anything it's uncertain about for your confirmation rather than guessing.

  • We get invoices from 15+ suppliers in different formats. Does it cope?

    Completely. There's no per-supplier template setup. Each invoice is read on its own structure, not mapped to a fixed format. Suppliers change their layout, get a new accounting system, switch to a different delivery note — none of that requires you to update anything.

  • What happens when a product isn't in our system yet?

    Unrecognised lines go to a confirmation queue with a suggested match from your product list. You tap to confirm or correct. Once confirmed, that supplier description is linked to that product — future invoices with the same item go straight through.

  • How are cost changes handled across recipes?

    When a unit cost updates from an invoice, every recipe using that ingredient recalculates its theoretical cost automatically. You'll see the margin impact in your recipe list the same day the invoice is processed.

Invoice data feeds the rest of your back-of-house.

No more Sunday night data entry.

Book a 30-minute walkthrough. We'll connect your suppliers, map your products, and show you what a scanned invoice looks like end to end.

Book a demo See pricing