Invoice Verification & Cost Control

Preventing pricing errors and unnoticed cost creep

Invoice errors rarely look dramatic.
They show up as small discrepancies — incorrect pricing, missed credits, or pack sizes that don’t match what was agreed.

I help hospitality businesses put a clear invoice verification system in place so invoices are checked consistently, errors are caught early, and costs don’t quietly leak through the back office.

This system sits under the Purchasing Control System, which establishes invoice approval rules, accountability, and review discipline before payments are made, closing the loop between what was agreed, what was ordered, and what gets paid.

What This System Controls

The Invoice Verification System focuses on one common failure point:
unchecked supplier invoices.

This system introduces discipline around:

  • Verifying prices against agreed terms

  • Confirming pack sizes and quantities

  • Identifying pricing errors and missed credits

  • Approving invoices before payment

So invoices don’t move straight from inbox to payment without review.

How the Invoice Verification System Works

This system creates a simple, repeatable check before invoices are approved.

1. Price & Pack Size Verification
Invoices are checked against agreed supplier pricing and pack sizes — not just accepted at face value.

2. Delivery & Invoice Matching
Invoices are matched to delivery dockets or orders to confirm quantities and products supplied.

3. Discrepancy Logging
Errors and discrepancies are recorded and followed up, rather than handled informally or forgotten.

4. Approval Discipline
Clear approval rules ensure invoices are reviewed before payment, not after issues appear in reports.

Why This Matters in Hospitality

Without a verification process, businesses often experience:

  • Paying higher prices than agreed

  • Missing credits for shortages or returns

  • Repeated supplier errors going unnoticed

  • Cost creep hidden inside accounts payable

Invoice verification turns invoice checking into a control point, not an afterthought.

Who This System Is For

This system is particularly valuable for:

  • Businesses with multiple suppliers and frequent deliveries

  • Venues where invoices go straight to accounts or bookkeepers

  • Owners who only notice cost issues after the fact

  • Teams where “someone usually checks” isn’t a system

Part of the Purchasing Protocols Framework

The Invoice Verification System forms part of the broader Purchasing Protocols framework, alongside:

Each system addresses a different point where purchasing decisions impact margins, cash flow, and operational control.

Implementation typically begins with a Foundations Review, ensuring priorities are clear and systems are introduced in the right order.