Open Pantry
Menu Profit Manager
Open Pantry
Menu Profit Manager
INVOICE SCANNINGNEW

Supplier Invoice Scanning: Your Recipe Costs, Updated by the Invoice

Forward supplier invoices to your venue’s own Open Pantry address, upload them, or drop hundreds in at once. Each line is read, matched to the product you already buy and checked against the price you paid last time. Accept a price change and every recipe that uses it re-costs itself, and any dish pushed over its food-cost target lands in a repricing queue with a suggested menu price.

  • Email-in address, single upload or bulk upload
  • Lines matched to your products, price changes flagged
  • Recipes re-cost the moment you accept a new price
  • Dishes over target listed with a suggested price
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★★★★★  Trusted by 5,000+ venues across Australia

Open Pantry invoices inbox for a restaurant showing invoices to review from several suppliers, an email-in forwarding address and a price-up alert on Roma tomatoes

Recommended by:

food and beverage inventory management software
food and beverage inventory software
food cost management software
Food cost software
Built for hospitality venues of every kindRestaurantsCafesBarsPubsQuick serviceCateringProduction kitchensFine dining

The invoice knows your costs went up. Your menu doesn’t.

✕

Someone keys invoice lines into a spreadsheet every week

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A price rise is noticed a month later, if at all

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Recipe costs sit on the prices from the last time anyone checked

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Short deliveries get paid at the billed quantity

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Paper invoices go missing before the bookkeeper sees them

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Nobody can say which dishes a supplier’s new price list just hurt

From the supplier’s PDF to a repriced menu

1

Get the invoice in

Forward the supplier’s email to your venue’s invoice address, upload a PDF or a photo, or bulk upload a backlog. Nothing needs retyping.

2

Lines are read and matched

Each line is read and matched to the product you already buy from that supplier. Lines that need a look, like a price change, a new product or a different unit, are flagged on the review screen.

3

Accept what changed

Accept a new price and the ingredient updates, so every recipe that uses it re-costs. Hold money back for a short line, or add a new product in one step.

4

Reprice the dishes it hurt

Any dish pushed over its food-cost target goes into the repricing queue with a suggested price. Accept it or dismiss it with one click.

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See how Open Pantry works for venues

Three ways in, including the backlog

Every venue on a costing plan gets its own invoice address, so suppliers can email invoices straight in, or you can forward them. Single invoices upload as a PDF or a photo of the paper copy. For a backlog, bulk upload takes hundreds of files at once and sends them in batches. If the connection drops it pauses and picks up from the next file, and any file it can’t take is named with the reason.

  • A unique email-in address for each venue
  • PDF or photo upload
  • Bulk upload that resumes after a dropped connection
  • Refused files listed by name, with a reason and a fix
Open Pantry bulk invoice upload for a restaurant showing 220 of 223 files ready, upload progress, and three refused files listed with the reason for each

Every line matched to what you already buy

Lines are matched to your products from that supplier, so “Tomato Roma 1kg” on the invoice lands on the Roma tomatoes in your recipes. Lines that need a decision are flagged: a price up or down, a different unit, a product you have never bought. A supplier the system hasn’t seen before is never created on its own. It waits for you to confirm it, merge it with one you have, or dismiss it.

  • Price changes flagged against what you paid last time
  • New products added to your own supplier lists in one step
  • New suppliers confirmed, merged or dismissed by you
  • Supplier credit notes matched to your credit requests
Open Pantry matching a supplier invoice’s lines to a restaurant’s products, with one line flagged as a price increase and one as a new product

A repricing queue for the dishes that went over

When an accepted price pushes a dish past its food-cost target, the dish joins a “Needs repricing” queue. It shows which ingredient moved, on which invoice, the dish’s cost before and after, and a suggested menu price. Accept the suggestion and the menu price updates. Dismiss it if you would rather carry the cost for now. Supplier price-list changes feed the same queue, including changes buried in a sub-recipe.

  • Food cost before and after, against the dish’s target
  • The ingredient and invoice that caused it
  • Suggested menu price, accepted in one click
  • Sub-recipe price changes carried through
Open Pantry repricing queue listing three dishes pushed over their food-cost target by a tomato price rise, each with a suggested menu price and an Accept button

Cost history, and a costed swap when a product is out

Each accepted price is recorded, so every dish has a cost-over-time chart against its target, and a feed shows every price change by supplier and direction. When a product is unavailable, an ingredient alternative keeps the recipe costed on the swap, so the margin stays real for the week you’re using it.

  • Cost-over-time chart for every dish, with its target line
  • One feed of every price change
  • Ingredient alternatives keep recipes costed on a substitute
  • Reviewed invoices sent to Xero, MYOB, QuickBooks, Sage or Zoho Books as draft bills
Open Pantry plate-cost chart for a dish over 90 days with a price rise marked, beside an ingredient alternative card showing the substitute’s per-portion cost

Fits the way invoices already arrive

Supplier invoice emailsPDF and photo uploadsMenu costing and recipesDelivery check-offXero, MYOB, QuickBooks, Sage and Zoho BooksPhone, tablet and desktop

Venues costing off what they actually pay

Chefs Love Open Pantry

Show more
wholesale ordering
Junior Malvern crew x

Thank you OPEN PANTRY, we used to have to use 6 apps to get access to ordering from our suppliers, the fact we can do it all in one has saved an incredible amount of time & effort! We love you!

wholesale ordering
Tom Pearson

We’ve been using Open Pantry for a few months now and it’s been an absolute lifesaver. We’re short staffed so being able to place all of our orders with all of our suppliers in the one spot is a massive help.

wholesale ordering
James Evans

So glad this service exists. Has made it so easy for my manager & chefs to order & all payments are settled in one go. The recurring orders & pantry lists are amazing time savers!!

Why not just type the invoices in?

It works until the week it doesn’t get done, and that is usually the week a supplier moves a price. Hand entry also leaves the slowest step to last: the recipe costs only change after someone reads the invoice, finds the product and updates it. Reading the invoice for you closes that gap. The price lands on the ingredient, the recipes re-cost, and the dishes that slipped are listed the same day.

Comparison illustration: typing supplier invoices in by hand versus Open Pantry reading invoices, matching lines and re-costing recipes automatically

Open Pantry for restaurants in Australia

Australian restaurants, cafés and pubs use Open Pantry to order from all their suppliers in one place and keep food costs in view.

Plans priced in
AUD — see Australia pricing
Accounting sync
Xero, MYOB and QuickBooks Online
Supplier directory
1,100+ Australian wholesale food & beverage suppliers
Can restaurants in Australia use Open Pantry?

Yes. Restaurants, cafés and pubs in Australia use Open Pantry to order from all their suppliers in one place, track what they buy and keep food costs in view. Paid plans are priced in AUD.

Is ordering on Open Pantry free for restaurants?

Yes. The ordering package is free, with unlimited suppliers and orders. Paid plans add menu costing, inventory and reporting, and are priced in AUD.

Supplier invoice scanning — questions venues ask

How do I get supplier invoices into Open Pantry?＋
Three ways. Each venue has its own invoice email address, so suppliers can send invoices to it or you can forward them. You can upload a single PDF or a photo of a paper invoice. And you can bulk upload a backlog of hundreds of files at once from the Invoices tab.
What happens after an invoice is uploaded?＋
Each line is read and matched to the product you already buy from that supplier. Matching lines are accepted for you. Anything that needs a decision, such as a price change, a new product or a different unit, is flagged on the review screen. Once you complete the review, accepted prices update your ingredients and recipes.
Does accepting a new price update my recipe costs?＋
Yes. Accepting a price updates the ingredient, and every recipe that uses it re-costs straight away, including recipes that use it through a sub-recipe. If a dish is pushed over its food-cost target, it goes into the repricing queue.
What is the repricing queue?＋
It lists the dishes whose food cost has gone over their target because an ingredient got dearer. For each dish it shows what moved and on which invoice, the cost before and after, and a suggested menu price. Accept the suggestion in one click, or dismiss it if you would rather carry the cost.
Can I upload a whole year of invoices at once?＋
Yes. Bulk upload takes hundreds of files in one drop and sends them in batches. If your connection drops, it pauses and carries on from the next file, never resending ones that already arrived. Any file it can’t take, for example one over 15 MB or one that isn’t an invoice, is named with the reason.
What if an invoice comes from a supplier I haven’t added?＋
Open Pantry never creates a supplier on its own. A supplier it hasn’t seen goes into a review list, where you confirm it as new, merge it with a supplier you already have, or dismiss it. You can also add a supplier straight from one of their invoices.
What happens if the invoice bills for more than was delivered?＋
If the delivery was checked off, the invoice is compared with what the kitchen counted. A line billed for more than arrived is flagged, and you can hold that amount back and claim it as a credit. When the supplier’s credit note arrives, it is matched to your request.
Can reviewed invoices go to my accounting software?＋
Yes. Connect Xero, MYOB, QuickBooks, Sage or Zoho Books, choose the expense account, and send each reviewed invoice as a draft bill, either by hand or automatically. Matched supplier credit notes post as bill credits where your provider supports it. MYOB does not.
What happens when a product is out and I use something else?＋
Add an ingredient alternative to the recipe. Open Pantry costs the dish on the substitute you’re actually using, with the per-portion working shown, so your food cost stays accurate for the week of the swap.
Which plan includes invoice scanning?＋
Invoice scanning, the repricing queue and cost history are part of Menu Profit Manager and the Restaurant Pro Suite. Ordering from your suppliers through Open Pantry stays free for restaurants and venues. The restaurant pricing page sets out what each plan includes, as it varies by country.

Works even better with

Food Costing Software

The recipes your invoice prices flow straight into.

Explore →

Delivery Check-off

Count the delivery, so the invoice is matched against what actually arrived.

Explore →

Reporting & Profit Insights

See margin by dish once the costs are real.

Explore →

Let the invoice update your costs

Supplier invoice scanning is part of Menu Profit Manager.

Explore Menu Profit Manager

Free to order · Paid plans include a free trial · Cancel anytime

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