Upload the invoices you download from your Chefs' Warehouse account, or phone photos of the paper copy that came with the truck, and every product line comes back as a spreadsheet row: item number, description, pack, quantity, catch weight, price per unit and extended price. Specialty cheese, charcuterie, seafood and center-of-plate proteins are where food cost swings hardest, and this is the fastest way to see those lines next to the rest of your purchasing.
Reads account dashboard PDFs, emailed invoices, credit memos, scans and phone photos, including catch weight lines.
Compare the extracted fields and line items against your own document.
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The short answer
To convert Chefs' Warehouse invoices to Excel, log in to your account at order.chefswarehouse.com, open the invoices in your Account Dashboard and save them as PDFs (or photograph the paper delivery copy), then upload the files to InvoiceExtraction and export XLSX or CSV. You get one row per product line with item number, pack, catch weight, unit price and extended price, and the invoice number and date repeat on every row. Plans start at $49 a month, or $24 a month billed yearly.
The distributor item number lands in a text column with leading zeros intact, so the same cheese or cut lines up across months and matches your recipe costing sheet.
Random weight items such as whole fish, primal cuts and wheels of cheese keep the billed weight, the price per pound and the extended price in separate numeric cells.
Pack and size stay apart from the description, so a 2/5 LB case and a 1/11 LB wheel are easy to compare on a per pound basis.
Quantity, unit price and extended price are numeric cells, so sums, pivot tables and price history charts work the moment the file opens.
Invoice number, delivery date, account number and ship-to repeat on each line, so a month of invoices sorts by week, location or category.
Line totals are checked against the invoice total. Fuel surcharges, delivery fees and credits sit on their own rows, and anything that does not add up is flagged.
Open your invoices in the Chefs' Warehouse Account Dashboard and save each one as a PDF, or take a flat, well lit photo of the paper copy at delivery.
Drop a week or a month of invoices into the uploader at once. Sysco, US Foods and local purveyor invoices can go in the same batch.
Anything that does not reconcile to the invoice total is highlighted, which is usually a catch weight line or a credit.
Download one combined Excel or CSV file with a row per product line, or send the bills to QuickBooks on the Plus plan.
A fine dining kitchen can spend more on one Chefs' Warehouse delivery of dry aged beef, imported cheese and day boat fish than on a whole week of broadline dry goods. Those are also the prices that move the most. Converting the invoice the day it arrives gives you the price per pound for every item, so a menu price change is a decision instead of a guess.
Most kitchens buying specialty product also take a broadline truck. The Sysco invoice converter and the US Foods invoice converter export into the same columns, so every supplier ends up in one food cost sheet.
Convert an invoice nowUpload the Chefs' Warehouse invoice PDF or a photo of the paper copy and export XLSX or CSV. The extraction reads the header (invoice number, delivery date, account and ship-to) and every product line, then checks the lines against the invoice total before you download. There is no template to build, and a month of invoices comes out as one file with a row per line.
A generic PDF to Excel tool copies the page layout instead. On a distributor invoice that usually means pack, weight and price run together in one cell, and surcharge or credit lines mix in with the food. Here each line is its own row with numbers in number cells.
Log in to the Chefs' Warehouse ordering site at order.chefswarehouse.com. Chefs' Warehouse says invoices can be managed from the Account Dashboard, and past orders sit under Order History, where each order number opens its details. The Chefs' Warehouse mobile app also shows order history. Save the invoices you need as PDFs, or keep the paper copy the driver leaves and photograph it.
If you cannot see older invoices, your sales rep or the credit department can send copies by email. Those emailed PDFs upload here the same way.
Specialty distributors bill many proteins, fish and cheeses by actual weight, so the case count and the billed quantity are different numbers. Each catch weight line keeps the cases or pieces shipped, the billed weight, the price per pound and the extended price in separate columns. That is what lets you track the real cost per pound of a dry aged strip or a wheel of Parmigiano over time, instead of a case price that never compares cleanly.
The invoice total tells you what you owe. The lines tell you which plates are losing margin.
Specialty and broadline invoices look different, but the output columns here are the same, so a kitchen that buys from several suppliers gets one comparable file.
| Chefs' Warehouse | Sysco | US Foods | Gordon Food Service | |
|---|---|---|---|---|
| Typical products | Specialty cheese, charcuterie, seafood, center-of-plate proteins, pastry | Broadline | Broadline | Broadline |
| Where you get the file | Account Dashboard at order.chefswarehouse.com, app, paper copy | Sysco Shop PDF or emailed copy | MOXe PDF or ZIP download | Gordon Ordering PDF |
| Catch weight lines | Common | Some proteins | Some proteins | Some proteins |
| Columns you get here | Item number, description, pack, quantity, weight, unit price, extended price | Same columns | Same columns | Same columns |
| Dedicated guide | This page | Sysco invoice to Excel | US Foods invoice to Excel | GFS invoice to Excel |
Specialty invoices are harder to key by hand than broadline ones because more of the lines are priced by weight and descriptions are long. These are the lines that go wrong, and how they come out here.
Yes. Export a CSV shaped for a QuickBooks bill import, or use the QuickBooks export on the Plus plan, with vendor, invoice number, date, due date and line amounts filled in and the original PDF kept for your records. Map categories once and every delivery posts the same way. The QuickBooks AP automation page covers the bill and approval side.
Chef owners and executive chefs at fine dining and chef-driven restaurants who need real plate costs. Hotel, club and catering kitchens buying specialty product alongside a broadline account. Restaurant groups whose controller wants one purchasing file across suppliers. And bookkeepers who receive a folder of distributor PDFs from a restaurant client every month. If you are pricing a back office suite only to capture these lines, read our MarginEdge alternative and Restaurant365 alternative comparisons first.
Pricing is by pages processed, not by location or by supplier. Starter is $49 a month ($24 a month billed yearly) and covers up to 500 pages a month on the most accurate model or 2,500 on the faster one, which is far more invoices than one kitchen receives. Plus is $149 a month ($74 billed yearly) and adds bulk upload of 50 files at a time, custom extraction templates, category normalization, QuickBooks export and three seats. See the pricing page for higher volume tiers.
Save the invoice from your Chefs' Warehouse Account Dashboard as a PDF, or photograph the paper copy, upload it here and export XLSX or CSV. Each product line becomes a row with item number, description, pack, quantity, weight, unit price and extended price, and the invoice number and date repeat on every row.
Log in at order.chefswarehouse.com. Invoices are managed from the Account Dashboard and past orders are under Order History; the mobile app shows order history too. Your sales rep can email copies of older invoices.
Yes. Catch weight lines keep the shipped quantity, billed weight, price per pound and extended price in separate numeric columns, so you can track cost per pound over time.
Yes. Invoices are read without templates and exported into the same columns, so specialty and broadline purchases sit in one sheet for food cost and price comparison.
Yes. Photos and scans go through OCR first. A flat, evenly lit photo reads well; lines that do not reconcile to the invoice total are flagged for review instead of being guessed.
No. Your invoices are processed to produce your export and are not shared with other customers or with the distributors whose documents you upload.
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How AP automation works with QuickBooks Online and Desktop: how bills enter the file, how vendors are matched, how expense coding and class tracking are applied, and where QuickBooks stops being enough.
Upload a few of your least tidy supplier invoices and compare the extracted fields against the documents. That tells you more than any feature list.
