Consolida / Invoice automation
Invoice automation for hospitality
Supplier invoices read, coded and ready for Sage 50. No keying.
Consolida is invoice automation software for UK hospitality groups. Drop in supplier invoices as PDFs. AI reads every line, suggests nominal codes from how you coded that supplier before, blocks duplicates and flags price rises. A person approves, and the batch exports to your accounting software, company by company.
| Supplier | Ref | N/C | Net | VAT | Status |
|---|---|---|---|---|---|
| Sample Drinks Co | BD-99120 | 5010 | 2,418.00 | 483.60 | Approved |
| Sample Produce Ltd | INV-40817 | 5000 | 131.25 | 1.30 | Approved |
| Sample Linen Co | NL-2231 | 7500 | 312.40 | 62.48 | Approved |
| Sample Wines Ltd | HW/7781 | 5010 | 1,106.90 | 221.38 | Price +9% |
| Sample Drinks Co | BD-99120 | 5010 | 2,418.00 | 483.60 | Duplicate blocked |
Sample data. The export produces an import file for your accounting software, batched per company.
What it does
Everything between the supplier and the ledger, automated.
AI reads every invoice
Supplier, invoice number, dates, line items, net, VAT and totals are captured from the PDF. No templates to set up per supplier.
Codes learned from you
Nominal codes are suggested from how your team coded that supplier and item before, so accuracy improves as you use it.
Duplicates blocked
The same invoice sent twice, or uploaded by two venues, is stopped before it reaches your ledger.
Price rises flagged
Each line is checked against previous prices across every venue. Rises above your threshold are flagged before approval.
Approval before posting
Nothing is posted without a person approving it. The person who uploads doesn't have to be the person who approves.
Search and audit
Find any processed invoice by supplier, number, code or date, and bundle a set into one PDF for your auditors.
How it works
Five steps, most of them automatic.
Upload
Venues or head office drop in PDFs, one or a hundred at a time.
Read and code
AI extracts every line and suggests nominal codes.
Check
Duplicates, totals that don't add up and price rises are flagged.
Approve
Your finance team reviews and approves, with a full audit trail.
Export
An import file for Sage 50 is produced, batched per company.
Built around you
Built around your purchase ledger, not ours.
Every group codes invoices differently. We set Consolida up with your nominal codes, your suppliers, your approval steps and your companies, and we work around the spreadsheets and trackers your team uses today.
- Sage 50 is live and proven. Xero, QuickBooks and other leading packages on request.
- Multi-company: one upload screen, invoices routed to the right company and venue.
- Permissions per person, per module and per company, with a full audit log.
- Coded invoices feed food GP, so chefs stop re-keying purchases.
| Today | With Consolida |
|---|---|
| Keying each invoice line by hand | AI reads the whole invoice |
| Looking up the nominal code | Suggested from your history |
| Duplicates found at month-end | Blocked on upload |
| Price rises spotted by chance | Flagged on every line |
| Invoice log in a spreadsheet | Searchable, with an audit trail |
FAQ
Questions we get asked.
Which accounting software does it work with?
Sage 50 is live and proven today. Connections to Xero, QuickBooks and other leading accounting packages are built and tested for your systems as part of your setup.
Do our suppliers need to change how they send invoices?
No. Consolida reads the PDFs your suppliers already send. There are no supplier portals or templates to set up.
Does the AI post anything on its own?
No. AI reads and suggests; a person on your team approves every invoice before it is exported to your ledger.
How does it handle several companies and venues?
Each invoice is assigned to a company and venue, and exports are batched per company. You can give each person access to only the companies they work on.
How much does it cost?
Plans start from £395 a month per group, plus a one-off setup fee. There are no per-user fees. The free spreadsheet health check shows what it would save you first.
How long does it take to set up?
Most groups are live on their first modules within 4 to 8 weeks. We move your existing process across with you.
Free health check
See it on your own invoices.
Send us a handful of supplier invoices and the spreadsheet you use to track them. We'll show you what Consolida would do with them. No obligation.
Prefer email?
hello@consolida.co.ukMore from Consolida