Photograph a supplier invoice. NexReps reads it, matches the lines to your ingredients, and once you approve, your costs update everywhere.
This is where food cost starts. Everything downstream depends on it.
Getting one in
Upload — a photo or a PDF. Snap it on your phone at delivery.
Manual entry — type it yourself. For the ones that arrive as a scribble on a pad.
The statuses
Scanning — the AI is reading it. Takes a moment.
Pending review — read, waiting for you. This is the queue that matters.
Processed — approved. Prices and stock are updated.
Failed — could not be read. Usually a bad photo. Try again, flatter and brighter.
The tabs carry counts. Pending review at zero means nothing is waiting on you.
Reviewing one
Click any invoice.
Confirmed supplier — NexReps guesses from the letterhead. Wrong guess: change it, or Create new. Right guess: leave it.
Header — invoice number, date, total, currency. Check the total against the paper. If they disagree, the scan misread something, and the lines below will be wrong too.
The scan sits on the right. Compare against it, not against memory.
The lines
Description — what the supplier calls it.
Catalog match — what NexReps thinks it is in your ingredients. This is the column to read.
Qty, Unit, Unit price, Total.
Conf. — a coloured dot. Green means NexReps is confident in the match. Orange means it guessed. Check every orange dot; leave the green ones alone.
20 / 20 linked to library at the top means every line found a home. Anything less means some lines will not reach your recipes.
Linking a line
A line that is not linked is a line that does not exist as far as food cost is concerned. The invoice will validate, the money is real, and your recipes will not know.
Click the Catalog match dropdown and pick the right ingredient. If it does not exist yet, create it.
Orange dots are where errors live. NexReps matched "ADM Stone Ground Whole Wheat Flour 20 kg" to something, and it might be right. It might also be the 10 kg bag. Look.
Validating
Once the supplier, the header and every line are right, validate.
Three things happen:
Prices update. The unit price on the invoice becomes the current price of that ingredient.
Stock goes up. Quantity times package size, added to what is on hand.
Recipes recost. Every recipe using that ingredient — and every recipe using a sub-recipe that uses it — recalculates. A flour price change reaches your bread, your pizza and your dessert without anyone touching them.
That last one is the whole point of this page.
Unlock
A processed invoice is read-only. Unlock reopens it for editing — fixing a line you got wrong, a quantity you misread.
Reverting
The circular arrow in the Actions column.
It undoes the stock movement and sends the invoice back to Pending review. It does not undo the price. The price you validated stays as the latest known price for that ingredient.
That is deliberate. A price is a fact about the world — you paid it. Reverting a data-entry mistake should not pretend the market changed.
Filtering
Filter by product finds every invoice containing an ingredient. Useful when a price looks wrong and you want to see where it came from.
Getting it right
Photograph flat, in light. The AI reads pixels. A crumpled invoice on a dark pass is a Failed status.
Do it at delivery. An invoice reviewed three weeks later is three weeks of recipes costed on old prices.
Check the orange dots, ignore the green. The confidence colour is there so you can be fast where it is safe and slow where it is not.
Next
Ingredients — what the lines link to.