InvofyPro
From Paper Chaos to Clean Price Books and Intelligence.
Paper, PDF, or photo, every line becomes clean numbers. The same numbers pick the vendor, price the shelf, and defend the margin you keep.
Different columns, different units, half the lines with no UPCs, the same product spelled three ways. A typical 8-store grocer keys roughly 6,000 invoices a year by hand. Miss one Wednesday price hike from one vendor and margin walks out the front door.
Category benchmark · your store will differ
One case of snacks, four vendors, four ways:
Short ships and damages show up weeks later, on a statement nobody checks line by line.
A quiet $0.30 creep on Cooking Oil never gets flagged. It compounds on every order after it.
Hours at a keyboard turning paper into the POS, one line at a time, typos included.
Nobody can say what Vendor B charged for Almonds in March. The paper is in a box.
Five invoices that break systems. Watch each one land in the same clean ledger, every line captured, the one that matters flagged.
Five formats. One ledger. Every line accounted for.
And the one price change that matters, caught.
Five formats. One ledger. Every line accounted for.
And the one price change that matters, caught.
Five formats. One ledger. Every line accounted for.
And the one price change that matters, caught.
01 / 05 · Receive
Forty to two hundred deliveries a week. DSD bread, milk, produce, dry case-pack. Any format the vendor sends (paper, photo, PDF, emailed scan), it's in the system the second it hits the dock.
02 / 05 · Scan
Open InvofyPro at the back door. Snap the invoice or pull the emailed PDF. We read every line, even messy vendor formats and lines without UPCs. Your receiver taps Received, Missing, or Returned as the truck unloads. No typing, no clipboard.
03 / 05 · Catch
Case crushed in transit. Short-shipped. Mark it on the spot, attach the photo, and the credit memo flows back to the vendor before the truck leaves. Nothing rotten ever makes it to the shelf.
04 / 05 · Reconcile
Invoices land in the back office. Every mismatch, every line that doesn't add up, and (the one that matters most) every vendor price increase waits in one review list. Approve or reject with a click. The audit trail comes free.
05 / 05 · Sync
Approved invoices push two reports to your POS automatically: New Item & Price Update, and Vendor Product & Price Update. NCR, Square, Clover, or any system that accepts CSV. The shelf matches the books.
Your receiver could be doing this next week.
Every line you ever signed for, every vendor, every price, every week, kept in one place that never forgets. The same numbers that catch price changes run the rest of the store.
Movement per product per week, straight from receiving. Order what sells, skip what sits.
Vendor prices move in patterns. Buy heavy at the bottom of the cycle, light at the top.
Three vendors sell the same case. The ledger knows who is cheapest this week, not last quarter.
Cost moved Tuesday. Your shelf can answer Wednesday, margin intact.
Hold or pivot before a quiet 2% creep eats the quarter.
An auditor asks about March. You answer with the invoice, the photo, and the signature.
This is not a report you request. It is a question you ask.
| Vendor | Low | High | Last | Trend |
|---|---|---|---|---|
| Vendor A | $22.40 | $23.10 | $23.10 | |
| Vendor B | $21.70 | $22.40 | $21.95 | |
| Vendor C | $22.00 | $23.20 | $23.10 |
Vendor B is lowest at week 12: $21.95, $1.15 under Vendor A.
Category benchmark · your store will differ
The tools your back office knows move an invoice from a mailbox to a ledger entry, then stop. The numbers sit in accounting and never work again. InvofyPro keeps them working: the same lines set the reorder, check the vendor, and price the shelf, then meet the next truck at the dock.
Every vendor cost change, every product, every week. Drawn out so you can read it in five seconds. We show the trend. You decide who to buy from.
Three store sizes, three benchmark recoveries. A grocer moving $2M through the back door keeps different money than a chain moving $50M. The math scales the same way.
Category benchmark · your store will differ
recovered, year one
Range: $28.5K to $41.5KFourteen hours a week of keying and chasing credits, back to your receiver. Every Wednesday price hike, caught.
margin recovered, year one
Range: $227K to $332K recoveredSix POS feeds, one consolidated cost file. Twenty-three price changes caught per store, every month.
off month-end close
Range: 3 to 5 days faster closeFrom a typical seven days to close, down toward one. Audit trail included.
Whatever the truck brings. Most stores see invoices anywhere from $500 to $15,000.
$28,500to$41,500
It likely happened last week too. And the week before.
Category benchmark math, run entirely in your browser. Nothing you type here is sent or stored. The demo runs your real invoices instead.
See your real numbers, not a benchmark.
InvofyPro pushes a clean cost file and a clean new-item file to whatever your shelf already runs on. You replace nothing. No POS migration. The one your back office knows stays the one your back office knows.
If your POS accepts CSV or JSON, it accepts InvofyPro. Data flows both ways: the shelf matches the books.
The same clean exports land in your accounting workflow. QuickBooks, NetSuite, and Sage Intacct all read the files your controller already imports.
And when an invoice clears approval, InvofyPro drafts the bill in services like bill.com for you. Approved at the back office, ready for payment, no retyping.
Priced per store, scaling with store count. Implementation is a separate onboarding service, not part of the quoted price. No long lock-in. Run the calculator above first: whatever we quote has to clear that number.
Owned infrastructure. Encrypted in transit and at rest. Point-in-time backups.
No. Anything uncertain waits on a review list for a person to approve or reject with a click. You see every catch, every match, every push to the POS. The audit trail comes free.
You do. Your price book and your cost history stay yours, exportable any time. Everything is encrypted in transit and at rest, on servers we own and operate, with point-in-time backups. Access is scoped per store and per role. The full posture is on the security page, and we will walk your IT lead through it on the call.
That is exactly what it was built for. Paper, PDF, photo, fax, spreadsheet. Lines with no UPCs, the same product spelled three ways, handwritten produce sheets. Every line is captured and matched, and anything uncertain waits on a review list for a human tap. Your vendors change nothing: they keep sending whatever they already send. Bring your worst five to the demo: we run them live on the call.
Keying is the visible cost. The invisible one is the Wednesday price hike that slides through unflagged and compounds on every order after it. Your person stops typing and starts approving the catches instead. The calculator above prices the difference.
If your POS accepts CSV or JSON, it accepts InvofyPro: NCR Counterpoint, Square for Retail, Clover, Catapult/ECRS, or custom. Approved data pushes back automatically so the shelf matches the books, and the same clean exports land in QuickBooks, NetSuite, or Sage Intacct workflows. Once an invoice clears approval, InvofyPro can draft the bill in services like bill.com, ready for payment.
Plan on days, not months. Connect the POS export, then walk the first delivery with your receiver on a tablet. Implementation is a separate onboarding service, quoted on its own, and we stay on it until your receiver stops thinking about the system.
Pricing is per store and scales with store count. We share it on the demo call, once we have seen your volume and run your invoices. Implementation is a separate onboarding service, priced separately from the subscription, and there is no long lock-in. Run the calculator above first: whatever we quote has to clear that number.
Yes. Every line carries standard unit-of-measure pricing, so shelf tags can show the per-unit price several states require by law. Where regulators enforce unit pricing as consumer fraud, fines reach $10,000 for a first offense and $20,000 for each one after. Your price book carries compliant numbers to the shelf.
We built this because we were the ones losing the margin.
A 30-minute demo. We'll run your last five invoices live, and you'll know in the first call. Tell us the worst week. Which vendor sneaks the most. What slipped past the back office.
Pick a time that fits your week.
The live demo does this on your invoices instead.