Automation of invoice management for restaurants
From 2 hours of manual sorting to 5 minutes of validation: complete automation of supplier invoice management for restaurateurs.
Context and Challenge
Majorelle is a restaurant that has to manage the invoices of many suppliers on a daily basis. The manager faced a recurring issue that directly impacted her business.
Every week, she spent a full 2 hours managing supplier invoices. This time was divided into repetitive and time-consuming tasks: sorting emails, finding attachments, checking amounts, organizing documents, and sending everything to the accountant.
This administrative burden kept her away from her core business: managing her restaurant and supporting her teams. These 2 weekly hours represented a considerable hidden cost for the company.
The challenge was clear: Fully automate this process to free up this valuable time and allow the manager to focus on running her establishment.
Method
We started by closely observing how she managed her invoices on a daily basis. This analysis allowed us to precisely map each step of the process and identify friction points.
The approach was structured around three complementary axes: centralizing information in Notion, automating the extraction and classification of invoices, and simplifying the transmission to the accountant.
This methodology directed us towards an integrated solution connecting Outlook, n8n, Notion, and OneDrive. The goal was to transform this manual process into an automated system requiring only a final validation.
Deployed Systems
Structured Notion Organization
We created an ecosystem of two interconnected databases to centralize all supplier accounting:
Complete Supplier Database: Listing all the restaurant's partners with their essential information. This organization provides a clear view of all active suppliers.
Linked Invoicing Database: Each invoice is automatically linked to the right supplier. This connection ensures a complete history by partner and facilitates spending analysis.
The architecture eliminates information dispersion and provides a unified view of all supplier accounting.
Intelligent Processing Automation
The system automatically analyzes incoming emails and processes invoices without intervention:
Automatic Detection: The workflow continuously monitors the Outlook inbox and identifies emails containing supplier invoices. No need to manually sort messages.
Data Extraction: Depending on the document format, the system employs either PDF extraction or OCR recognition to retrieve critical information: amount, date, invoice number, supplier.
Intelligent Creation: The system checks if the invoice already exists in Notion. If the supplier is not yet listed, it is automatically created and linked to the invoice. This logic prevents duplicates and maintains data consistency.
Structured Archiving: Attachments are immediately saved in OneDrive, in folders created automatically by supplier. The organization adheres to a clear and easily exploitable hierarchy.
Simplified Validation Workflow
The manager no longer manages invoices manually; she simply validates the automatic processing:
Quick Verification: All processed invoices appear in Notion with their extracted information. The manager quickly reviews the amounts and details to detect any anomalies.
One-Click Validation: A simple checkbox confirms that the invoice has been verified. This action automatically triggers the sending to the accountant with all necessary supporting documents.
Automatic Transmission: The accountant receives the organized documents directly, without the manager having to manually handle the sends or compile files.
Business Impacts
Radical Operational Time Savings
Majorelle now saves 2 hours per week thanks to automation. The process has been reduced from 2 hours of manual processing to 5 minutes of validation. This recovered time allows the manager to focus on running the restaurant.
Over a year, this automation represents more than 100 hours freed up, equivalent to several weeks of work that the manager can reinvest in the development of the establishment and the support of the teams.
Complete Centralization and Traceability
All invoices are now organized in one place with a complete history by supplier. This centralization facilitates the analysis of expenses and the monitoring of business relationships.
Searching for a specific invoice is done in seconds instead of sifting through scattered emails or files.
Reliability of the Accounting Process
Automation eliminates the risks of forgetting or manual entry errors. Each invoice received is systematically processed, archived, and sent to the accountant. This rigor ensures that the accounting is always up to date.
The accountant receives perfectly organized documents, which also speeds up their work and improves professional relationships.
Restored Operational Serenity
The manager no longer stresses over the administrative management of invoices. The system runs in the background without requiring daily attention. This peace of mind allows her to focus on what makes her restaurant successful: the quality of service and customer experience.
