Restaurant365 reconciliation
Invoice reconciliation for Restaurant365
Multi-unit restaurant groups run hundreds of distributor invoices per week through R365. Most match. The ones that don't — price variances, short-ships, miscoded locations, missing credits — sit in a queue. We run that queue.
The distributor invoice problem
A 50-location restaurant group receives 200+ distributor invoices per week. Each invoice has 50–300 line items. Each line needs to match a PO, a receiving record, and an item in your R365 item master — and post to the correct location, department, and GL account.
R365 handles the accounting. But when the invoice doesn't match — wrong price, wrong quantity, wrong item, missing credit — someone has to investigate. At 50 locations, that's a full-time job. At 200 locations, it's a team.
Our agents do the investigation. They pull the PO, check the receiving log, compare to the contract, and propose a resolution — with the full reasoning attached. Your team reviews and approves. The clean entry posts to R365.
What we reconcile
Six categories of exceptions that compound across locations and distributors.
Distributor invoice parsing
Sysco, US Foods, and regional distributors each send invoices in different formats — PDF, EDI, CSV, portal download. Line items don't match your item master. The agent normalises every format and maps to your R365 items.
Multi-location GL coding
A single distributor invoice covers three locations. Each line needs to post to the correct location, department, and GL account. The agent splits, codes, and validates against your chart of accounts.
Credit and rebate tracking
Vendor credits arrive weeks after the original invoice. Rebates accrue monthly but settle quarterly. The agent matches credits to original invoices and tracks rebate accruals against contracts.
Price variance at scale
Contracted price says $4.20/case. Invoice says $4.45. Across 200 line items per delivery, per location, per week — that's thousands of potential variances. The agent flags only the ones above your tolerance.
Inventory-to-COGS reconciliation
Theoretical COGS from recipes doesn't match actual COGS from invoices. The gap is waste, theft, portioning errors, or receiving discrepancies. The agent quantifies the variance per location, per category.
Period-end accruals
Invoices arrive after the period closes. The agent estimates accruals based on delivery schedules and historical patterns, then reverses them when actuals post.
How it works
Ingest
Pull invoices from distributor portals, email inboxes, and EDI feeds. Parse every format into normalised line items.
Match
Match each line to R365 purchase orders, receiving records, and item master. Flag mismatches in quantity, price, or item.
Code
Assign GL account, location, and department to every line. Validate against your chart of accounts and prior posting patterns.
Reconcile
Compare invoice totals to PO totals, receiving totals, and payment history. Identify credits, duplicates, and short-ships.
Report
Deliver daily exception report per location. Weekly variance summary. Monthly COGS reconciliation with theoretical comparison.
At a glance
1–500+
Locations supported
Hundreds to thousands
Invoices per week
8–15% of line items
Exception rate (typical)
Same day
Resolution time
Related services
Invoice reconciliation
General three-way match for any ERP — not R365-specific.
AP reconciliation
Subledger-to-GL, vendor statements, and month-end close.
Ledger reconciliation
Multi-entity GL reconciliation, intercompany, and period-end close.
NetSuite reconciliation
Multi-subsidiary reconciliation for NetSuite environments.
Frequently asked questions
Do you replace Restaurant365?
No. R365 is your accounting and operations platform. We sit alongside it — pulling invoice data, validating it, and pushing clean, coded entries back. We handle the reconciliation; R365 handles the ledger.
How do you connect to distributor portals?
We support direct API integrations (Sysco, US Foods, McLane), email inbox parsing, EDI 810/850 feeds, and portal scraping for regional distributors. The connection method depends on your distributor mix.
Can you handle franchise groups with different distributors per location?
Yes. Each location can have its own distributor mix, item master mapping, and tolerance rules. The agent adapts per-location while rolling up to a consolidated group view.
What about beverage and alcohol invoices?
Beverage distributors (Republic National, Southern Glazer's) have their own invoice formats and rebate structures. We parse them the same way — normalise, match, code, and reconcile against your bar inventory and pars.
What does the engagement look like?
We start with a scoping call to map your locations, distributors, invoice volume, and R365 configuration. Then we configure item mappings, tolerance rules, and GL coding logic. You see the first reconciliation within two weeks.
Stop chasing distributor invoices
Tell us your location count, distributor mix, and R365 setup. We'll scope the engagement and show you what the first reconciliation cycle looks like.