The Challenge: Manual AP Processes Creating Financial Friction

With each restaurant receiving 150+ supplier invoices monthly, the group’s manual accounts payable process was collapsing under the volume. Paper invoices arrived at four different locations, requiring physical transport to head office for processing, creating delays, errors, and missed early payment discounts.

The core operational issues were:

• Paper Invoice Deluge: Over 600 paper invoices monthly requiring manual handling and data entry.
• Late Payment Penalties: Invoices frequently missed payment terms due to processing delays, incurring late fees.
• Supplier Relationship Strain: Regular payment delays damaging relationships with critical food suppliers.

The Solution: Automated Invoice Capture and Approval Workflow

Edderton Scott implemented a comprehensive invoice automation solution featuring digital capture, automated data extraction, and streamlined approval workflows across all restaurant locations.

Automated Invoice Processing Flow
Digital Capture
→
Automated Extraction
→
Approval Workflow

End-to-end automation from invoice receipt to payment authorisation, eliminating manual handling and data entry.

Phase 1: Process Mapping & Supplier Onboarding

We began by mapping the complete accounts payable journey and engaging key suppliers to transition from paper to electronic invoicing where possible, while implementing digital capture for remaining paper invoices.

Phase 2: Automation Implementation & Integration

We deployed an invoice automation platform with optical character recognition (OCR), automated coding, and configurable approval workflows integrated with their accounting system.

• Digital invoice capture via email, mobile app, and supplier portal
• Automated data extraction with machine learning for supplier and amount recognition
• Configurable approval workflows with mobile authorisation for managers

“The invoice automation has transformed our back-office operations. We’ve eliminated late fees, improved cash flow management, and our finance team now focuses on analysis rather than data entry. Supplier relationships have improved dramatically with timely, accurate payments.”

— Sarah Mitchell, Finance Director at Salt & Sage Restaurant Group

The Outcome

The automated invoice processing system reduced processing costs by 40%, decreasing the cost per invoice from £12 to £2. Late payment fees were eliminated entirely, saving approximately £8,000 annually. Early payment discount capture increased by 300%, generating £15,000 in additional savings. Processing time reduced from 10 days to 2 days, improving cash flow forecasting accuracy by 75%. Supplier satisfaction scores increased significantly, with several key suppliers offering improved payment terms in recognition of the group’s efficient payment practices.