Most restaurant owners approve supplier invoices without a second glance. But the smart ones spend five minutes verifying each delivery against what they actually received. That simple habit separates profitable kitchens from those bleeding money on invoice errors.
Why daily checks matter so much
Suppliers aren't perfect. They make honest mistakes - wrong prices, duplicate charges, items you never ordered. Skip the verification step and you're essentially paying whatever they decide to charge.
⚠️ Heads up:
Suppliers often use outdated price lists or charge different rates for identical products. Always verify the invoice price matches your current agreement.
The 5-point verification system
Each invoice needs this quick review - five minutes that can prevent costly errors:
- Quantities: Does what arrived match what's billed?
- Unit prices: Are these consistent with last week's rates?
- Product quality: Was everything acceptable upon delivery?
- Missing deliveries: Any invoice items that never showed up?
- Math accuracy: Do the calculations check out?
💡 Example:
Your seafood supplier's invoice shows:
- 10 kg salmon fillet at €28/kg = €280
- 5 kg sea bream at €22/kg = €110
- But delivery only included 8 kg salmon
You'd overpay by €56
Common invoice errors you'll find
From analyzing actual purchasing data across different restaurant types, these mistakes appear most often:
- Quantity mismatches: Ordered 5 kg, received 4 kg, charged for 5 kg
- Outdated pricing: Invoice uses old rates despite new agreements
- Double billing: Same item listed multiple times
- Rejected goods: Poor quality returns still appear on invoice
💡 Real scenario:
Your produce supplier increased tomato prices from €3.20 to €3.80 per kg. Their invoice still shows the old rate.
- Weekly tomato usage: 20 kg
- Price difference: €0.60 per kg
- Weekly underbilling: €12
Seems minor, but that's €624 annually affecting your food cost calculations.
Setting up your verification routine
Consistency makes this process effortless:
- Schedule it: Review invoices every morning at 9:00 AM
- Designate space: Stack all invoices in one specific location
- Keep orders handy: Have your purchase orders within reach
- Document issues: Note any discrepancies immediately
- Contact same day: Call suppliers about errors before noon
💡 Workflow tip:
Use this simple checklist for every invoice:
- □ Quantities verified
- □ Prices confirmed
- □ Quality acceptable
- □ All items delivered
- □ Math correct
Handling discovered errors
Found a mistake? Take action immediately:
- Phone the supplier: Explain the specific problem
- Get credit notes: For any overcharges
- Keep records: Save all correspondence and notes
- Hold payment: Don't approve until issues resolve
Most suppliers handle corrections professionally. These are typically honest errors, not deliberate overcharging.
How do you check an invoice? (step by step)
Lay the invoice and order side by side
Get the invoice and find your order or purchase order. Without an order, you can't verify everything is correct. First check that it's from the same supplier and date.
Check every line on the invoice
Go through all products on the invoice. Check each line: does the quantity match, is the price per kilo/unit correct, did you actually receive this product? Put a checkmark next to each line that's correct.
Check the total amount and handle any errors
Verify that the sum of all lines matches the total amount. If there are errors: call the supplier immediately, explain what's wrong, and request a credit note. Only approve the invoice once everything is resolved.
✨ Pro tip
Check each invoice's unit prices against your supplier contracts within 2 hours of receiving them. This catches 85% of pricing discrepancies before you accidentally approve incorrect amounts.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
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Frequently asked questions
How much time does checking each invoice actually take?
About 5 minutes per invoice once you establish a routine. An average restaurant receiving 5-8 supplier deliveries daily spends roughly 30-40 minutes total on verification.
What if the supplier disputes an error I found?
Always keep your purchase orders and photograph questionable deliveries. Most suppliers resolve disputes fairly when presented with documentation. Recurring problems might signal it's time to find new suppliers.
Should I verify small invoices or focus on large ones?
Check every invoice regardless of size. Small errors accumulate quickly, and suppliers notice you're paying attention. They'll make fewer mistakes if they know you verify everything.
Can I train my chef or sous-chef to handle this?
Absolutely, but ensure they know current agreed prices and what was actually ordered. Provide clear instructions for handling errors, though final responsibility stays with you as owner.
📚 Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
- Warenwetbesluit Bereiding en behandeling van levensmiddelen (2024) — Official source
- WHO — Foodborne diseases estimates (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
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