Invoice Overview
Invoices in PrepStation track what you purchase from vendors. Process invoices to update ingredient costs, add inventory, and maintain accurate records.
The Invoice Workflow
┌──────────┐ ┌──────────┐ ┌──────────┐ ┌──────────┐ ┌──────────┐
│ UPLOAD │ ─► │ MATCH │ ─► │ REVIEW │ ─► │ RECEIVE │ ─► │ COMPLETE │
│ or Scan │ │ Items │ │ Totals │ │ Inventory│ │ Invoice │
└──────────┘ └──────────┘ └──────────┘ └──────────┘ └──────────┘
Two Ways to Create Invoices
| Method | Best For | How It Works |
|---|---|---|
| OCR Scan | Paper invoices, PDFs, photos | AI reads the document and extracts data |
| Manual Entry | Simple invoices, corrections | Enter details directly |
Most users prefer OCR scanning—it's faster and reduces data entry errors.
Invoice Statuses
| Status | Meaning |
|---|---|
| Draft | Created but not finalized |
| Pending Review | Needs verification |
| Approved | Verified and ready for payment |
| Received | Items added to inventory |
| Paid | Payment recorded |
What Invoices Track
Header Information
| Field | Description |
|---|---|
| Invoice Number | Vendor's invoice reference |
| Vendor | Who you're buying from |
| Invoice Date | Date on the invoice |
| Due Date | Payment deadline |
| Totals | Subtotal, tax, shipping, total |
Line Items
| Field | Description |
|---|---|
| Item | Product name and vendor SKU |
| Quantity | Amount ordered |
| Unit | Unit of measure (case, lb, each) |
| Price | Unit price |
| Total | Extended price |
How Invoices Update Costs
When you process an invoice:
- Prices update — Ingredient costs reflect the latest invoice prices
- Cost history tracks — See how prices change over time
- Recipes recalculate — All recipes using those ingredients update automatically
Tip
Process invoices regularly to keep your recipe costs accurate. Even small price changes add up.
Invoices vs Purchase Orders
| Document | Purpose | Created |
|---|---|---|
| Purchase Order | What you plan to buy | Before ordering |
| Invoice | What you actually paid | After delivery |
Purchase orders can be matched to invoices to verify you received what you ordered at the agreed price.
Next Steps
- OCR Scanning — Scan invoices with AI
- Matching Items — Link items to ingredients
- Receiving Invoices — Add to inventory
Last updated: March 23, 2026
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