Purchase orders for every kitchen, bar and site.
Head chefs and managers order from your approved supplier list, each PO is approved within the approver's limit, and goods received and supplier invoices are checked before payment. From a phone, between services.
| PO No | Summary · Location | Status | Gross |
|---|---|---|---|
| 2026-1182 | Fish and seafood, FridayKitchen · City Centre | Pending Approval | 2,340.00 GBP |
| 2026-1181 | Wine restockBar · Riverside | Approved | 4,180.00 EUR |
| 2026-1180 | Table linen, weeklyFront of house · Marina | In Progress | 1,560.00 AED |
| 2026-1179 | Dry goods and spicesKitchen · Downtown | Approved | 890.00 USD |
Without a purchasing system, every site orders its own way.
In many groups, orders go out by phone, WhatsApp and email, and finance only sees the spend when the invoices arrive.
No PO behind the invoice
Orders placed by phone leave no record to match the supplier invoice to.
With Expeni: every order is a PO, so each supplier invoice can be matched to it.
Short deliveries still get paid
Without a goods received record, invoices are paid in full anyway.
With Expeni: sites record goods received, including short and partial deliveries.
Spend only shows at month end
Costs appear once invoices are posted, when it is too late to act.
With Expeni: committed spend (approved and pending POs) shows on each budget straight away.
How an order moves through Expeni
- Head chef or managerRaises a purchase order for their site from your approved supplier list and product catalogue, or repeats a regular order.
- General managerGets an email and approves from a phone, within their own approval limit.
- Group finance or purchasingApproves orders above the general manager's limit. The PO can go to the supplier automatically as a PDF.
- Goods received and paymentThe site records goods received, including short deliveries. Finance matches the supplier invoice to the PO and records the payment.
Made for groups with many sites
The control of a big purchasing system, simple enough for a busy kitchen.
Every site as its own location
Each restaurant or hotel has its own address and logo on POs, and can have its own budgets and approvers.
Approved supplier list and product catalogue
Restrict orders to approved suppliers and your own product catalogue with images, so every site orders the right items.
Regular orders on repeat
Weekly linen, monthly cleaning or a standing produce order is raised as a recurring PO and sent for approval.
Goods received, including short deliveries
Record what actually arrived, so finance can see it next to the invoice before paying.
Multi-currency
Order from suppliers in their own currency. Reports and exports show totals in your base currency.
Invoice matching against the PO
An invoice higher than its PO is held until the approver accepts the difference.
purchase orders in the last 12 months across more than 60 locations at one international restaurant group, in up to 9 currencies.
Questions restaurant and hotel groups ask
We have many restaurants. Can each one order separately?
Yes. Add each restaurant or hotel as a location, with its own address and logo on purchase orders.
Can kitchens only order from approved suppliers?
Yes. You can restrict orders to your approved supplier list and, if you like, to your own product catalogue.
Our sites are in different countries. Does that work?
Yes. Each purchase order can be in its own currency, with totals in your base currency. Groups can also run each country or region in its own account.
What happens when a delivery is short or an invoice is higher?
Record the goods received as a partial delivery. If the supplier invoice is higher than the PO, it is held until the PO approver accepts the difference.
See Expeni set up for your sites
We'll show you locations, suppliers and approvals for your group in a live demo.