Every supplier knows exactly when they'll be paid. Nothing is paid until it has been verified against your inventory system. No surprises, and no chasers ringing the venue mid-service.
When payments are unpredictable, the calls go to whoever answers — usually your GM, mid-shift. Credit terms quietly shrink, and your best suppliers start prioritising other accounts.
Invoice prices drift from agreed prices a few pence at a time. Across hundreds of lines a month, that's a silent 1–2 points off your GP — paid without question when invoices aren't checked against what actually arrived.
Ad-hoc payments mean you never know your true cash position. Big invoices land unannounced, and quiet weeks turn into overdraft weeks.
The same dates every month, communicated to your suppliers in writing, so everybody knows where they stand.
We ask every supplier to send their statement by the 3rd of the month. One standing instruction, set up once at onboarding, so statements arrive without anybody at the venue having to request them.
Every invoice and every statement is reconciled against both your accounting system and your inventory system — what was ordered, what actually arrived, and what you were charged. Nothing is approved on the strength of a statement alone.
Anything that doesn't reconcile becomes a supplier query by the 10th — price creep against your agreed price file, short deliveries, substitutions, missing credit notes, duplicate invoices. Raised early enough to be resolved before the payment run, not after.
You approve a single one-screen list showing who is being paid, how much, the effect on your cash position, and anything held back with the reason why. One authorised batch goes out, and remittance advices are sent automatically.
Every payment is reconciled back into your ledger the same day. Your creditors position and rolling cash forecast update on your dashboard, so you go into the next month knowing exactly where you stand.
Predictable cash. Protected GP. Suppliers who answer on the first ring when you need a favour on a Saturday night. And not a single payment conversation happening on the pass.
Plenty of bookkeepers will pay a supplier statement. Far fewer will check it against what was actually delivered.
We reconcile three sources before a penny moves: the supplier's statement, your accounting ledger, and your inventory system. A statement that agrees with the ledger can still be wrong if the delivery never arrived, or arrived short, or came in at a price nobody agreed to.
That three-way check is where the money is. It's also why the calendar runs the way it does — statements early in the month, queries raised by the 10th, so there is genuine time to resolve a discrepancy before the payment run rather than paying first and arguing later.
Because predictability beats frequency. A supplier who knows they are paid on the same date every month will give you better terms than one paid at random intervals. It also gives the reconciliation room to breathe — statements in by the 3rd, queries raised by the 10th, resolved before the run. A weekly cycle forces you to pay before a query can realistically be settled.
Off-cycle payments are possible when something genuinely warrants it — a pro-forma for a one-off order, or a supplier on different terms. They are the exception and they are deliberate, which is precisely the point: the exception gets a decision, rather than every payment being one.
We chase it, and it still goes into the run if it arrives in time to be reconciled. If a statement lands too late to verify properly, those invoices roll into the following month rather than being paid unchecked — and we tell you and the supplier, so nobody is surprised.
No. We work with whatever you already run, as long as it's online and we can be given remote access. The three-way check matters; the brand of software doesn't.
You do. We prepare, verify and present the run; the authorisation is always yours. Most operators approve it from their phone in under five minutes because the work of checking is already done.
In 30 minutes we'll walk through the reconciliation, the approval screen and the reporting — using realistic venue data.