Procurement that works mid-service.

Eight suppliers before 10am. Deliveries arriving during covers. Invoices stacking up while your team is busy doing their actual jobs. PurchaseFlow handles the purchasing complexity so your people don’t have to stop operations to manage it.

The Hospitality Problem

Why generic procurement tools don't work for you

Payhawk and Procurify are designed for offices where orders are planned, deliveries are scheduled, and finance teams have time to reconcile. That’s not hospitality.

Without PurchaseFlow

Deliveries are checked inconsistently

Your team is mid-service when the delivery arrives. Short deliveries and substitutions get waved through — and you pay for what was ordered, not what you got.

Invoice errors get paid

Suppliers charge the wrong price, submit duplicates, or invoice for items not delivered. Nobody has time to cross-reference a stack of invoices against thirty purchase orders.

No visibility across sites

Each site orders differently. Finance gets a mountain of invoices at month-end and can’t tell whether the spend was necessary, within contract, or approved by anyone.

Emergency orders are expensive

When stock runs out unexpectedly, teams order from whoever will deliver. No contract pricing, no budget check, no record of why it happened.

With PurchaseFlow

Deliveries are verified automatically

Your team checks in deliveries in seconds on any device. Quantities, substitutions, and condition notes captured and matched to the original order — even mid-service.

Invoice errors are caught before payment

AI matches every invoice to its purchase order and goods received note. Price variances, duplicates, and missing items are flagged and held automatically — no manual checking required.

Real-time spend across every site

Finance sees committed and actual spend across all locations, in real time, without asking anyone for a report. Budgets are enforced before commitments are made.

Predictive ordering reduces emergency buys

PurchaseFlow learns actual consumption patterns at each site and prompts re-orders at the right time — without needing perfect stock management or manual PAR level tracking.

Platform Features

What hospitality operations teams actually use

Invoice Intelligence

One in eight invoices in hospitality contain a billing error.

PurchaseFlow’s AI checks every invoice against your agreed supplier prices, purchase orders, and delivery records. Price variances, duplicate invoices, and calculation errors are flagged and held before payment — automatically, without your team having to check anything.

Three-way matching: order → delivery → invoice
Price variance detection against contracted rates
Duplicate invoice detection (exact and similar)
Fraud detection on non-PO invoices
Credit notes raised without disputes or confrontation

Procurement Intelligence

See exactly where your food spend is going — and where it shouldn't be.

UNSPSC-based spend classification across every site and every category. Tail spend identification shows you which low-value, high-frequency purchases are happening outside contracts. Supplier consolidation suggestions highlight overlapping suppliers in the same category.

Automatic UNSPSC classification by product line
Spend by site, supplier, and category in real time
Tail spend detection — purchases outside contracted suppliers
Price anomaly detection — catches 15% salmon price spike before next order
Supplier consolidation — find overlapping suppliers in same category

Carbon Tracking

Scope 1–3 on every food order. DEFRA 2025 compliant.

Product-level carbon attribution without a separate ESG tool. Every food purchase is classified by UNSPSC code and matched to DEFRA 2025 emission factors — so you can report Scope 1–3 carbon from your procurement data automatically.

CO₂e per product line on every order
Scope 1, 2, and 3 breakdown
DEFRA 2025 emission factors — updated automatically
Carbon reporting by site, supplier, and category
No separate ESG tool required

Client Story

From the people using it every day

Turn individual checks on or off. Set thresholds that match your supplier relationships and approval workflows. No one-size-fits-all.

“

PurchaseFlow picked up invoicing errors we’d been paying for years without noticing. The system flags them automatically — I don’t have to ask anyone to check anything. Month-end used to take three days. Now it’s half a day.

See Invoice Intelligence working on your own invoices.

Book a 30-minute demo. We’ll show you what it would catch in your current process.

🍽 Hospitality & F&B