Snap a photo of the delivery invoice at the back door or drop in the PDFs from your distributor portals, and every product line comes back as a spreadsheet row with item number, description, pack, quantity, weight, unit price and extended price. One scanner for every supplier you buy from, priced by pages instead of per location.
Reads distributor PDFs, emailed invoices, credit memos, cash and carry receipts, scans and phone photos.
Compare the extracted fields and line items against your own document.
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The short answer
A restaurant invoice scanner reads supplier invoices (photos, scans or portal PDFs) and turns each product line into structured data for food cost, price tracking and bill entry. InvoiceExtraction does the line level part only: it extracts item, pack, quantity, catch weight and price from any distributor, reconciles the lines to the invoice total and exports Excel, CSV or QuickBooks bills. Plans start at $49 a month, or $24 a month billed yearly, with no per-location fee.
Item number, description, brand, pack, size, quantity ordered and shipped, unit price and extended price land in their own columns.
Proteins and seafood billed by the pound keep the case count, billed weight and price per pound as separate numbers, so plate costs use the real figure.
Broadliners, specialty houses, produce, dairy, beverage and cash and carry receipts are read without building a layout for each vendor first.
Fuel surcharges, deposits, short shipments and credit memos are separated from food lines, so they do not distort your price per unit.
Lines are summed against the invoice total and anything that does not match is flagged for a quick look instead of being guessed.
Download one file for the whole week or send bills with vendor, date, due date and line amounts to QuickBooks on the Plus plan.
Photograph the paper copy on receipt or download the PDF from Sysco Shop, MOXe, Cheney Central or your other supplier portals.
Mix suppliers freely. Each invoice is read on its own and exported into the same columns.
Usually a catch weight line, a credit or a smudged photo. Fix it in the review screen in seconds.
One XLSX or CSV for food cost and price tracking, or QuickBooks bills for your bookkeeper.
Most kitchens already file every invoice. The problem is that nobody types the lines in, so food cost shows up as one number after the month closes. Photographing the invoice on delivery and converting it the same day tells you what the chicken, oil and produce actually cost this week, while you can still change a special or call your rep.
If most of your volume comes from one house, start with the dedicated page for it: the Sysco invoice to Excel converter, the US Foods invoice converter or the Performance Foodservice converter. They all export into the same columns as this scanner.
Scan an invoice nowThe best restaurant invoice scanner is the one that captures every line item from every supplier you use, handles catch weight and credits, and exports where your numbers already live, at a price that fits your location count. If you need full inventory, recipes and ordering, a back office suite like MarginEdge or MarketMan does that. If you only need the invoice lines in Excel or QuickBooks, a line level scanner priced by pages costs a fraction.
The honest test is simple. Take five invoices from your two biggest suppliers, including one with catch weight and one credit memo, run them through any tool you are considering and check whether the extended prices add up to the invoice totals without you fixing them.
Prices below are the published or widely reported figures we could verify, per location per month unless noted. Back office suites include a lot more than scanning, so the comparison is about what you pay if invoice lines are the main thing you need.
| InvoiceExtraction | MarginEdge | MarketMan | xtraCHEF by Toast | |
|---|---|---|---|---|
| Price | From $49/mo ($24/mo yearly), not per location | $350 per location/mo | From $249/mo (Starter, 50 AI scans) | Not published, quote through Toast |
| Line items from any supplier | Yes | Yes | Yes | Yes |
| Turnaround | Seconds to minutes per upload | First invoices 7 to 10 business days, then 1 to 2 days (third-party reports) | AI scan, minutes | Varies by plan |
| Excel and CSV export of lines | Yes, one file per batch | Reports and exports | Reports and exports | Reports and exports |
| Inventory, recipes, ordering | No | Yes | Yes | Yes |
| Best for | Owners and bookkeepers who want lines in Excel or QuickBooks | Groups that want a full back office | Operators who want inventory and ordering | Toast restaurants already in that stack |
Any supplier invoice in English with a readable table of products. These distributors have their own guides with portal tips and the quirks of each layout:
Yes. Lay the invoice flat, fill the frame and take the photo in even light, then upload it from your phone or computer. Photos go through OCR before extraction, and lines that do not reconcile to the invoice total are flagged rather than filled in, so a crease or a coffee ring does not silently change your food cost. Portal PDFs read even more cleanly, so use them when your distributor offers them.
Food cost moves line by line. A scanner that captures each line lets you do the work that the invoice total hides.
Once the lines are captured, bill entry is a byproduct. On the Plus plan you can send bills to QuickBooks Online with vendor, invoice number, date, due date and line amounts mapped to your accounts, and the original image attached. Bookkeepers who handle several restaurant clients use the same flow to clear a month of distributor PDFs in one sitting. Details are on the QuickBooks AP automation page, and the bulk invoice processing page covers larger batches.
Back office suites that include invoice scanning usually price per location per month, from roughly $250 to $470 depending on the vendor and modules (see our MarginEdge pricing and MarketMan alternative breakdowns). InvoiceExtraction prices by pages processed: Starter is $49 a month ($24 billed yearly) for up to 500 pages on the most accurate model, and Plus is $149 a month ($74 billed yearly) with bulk upload, custom templates, category normalization, QuickBooks export and three seats. A single kitchen with three or four deliveries a week fits comfortably in Starter. Full details are on the pricing page.
The one that reads every line from all of your suppliers, handles catch weight and credits, and exports where you work. Full back office suites suit groups that want inventory and ordering; a line level scanner priced by pages suits owners and bookkeepers who mainly need the invoice lines in Excel or QuickBooks.
Yes. Take a flat, evenly lit photo of the paper invoice and upload it. The photo is read with OCR, every product line is extracted, and lines that do not add up to the invoice total are flagged for review.
Yes, along with Gordon Food Service, Performance Foodservice, Chefs' Warehouse, Ben E. Keith, Shamrock Foods, Cheney Brothers, Restaurant Depot and local produce, dairy and beverage suppliers. No templates are needed.
No. Plans are priced by pages processed, so two locations with light volume can share one Starter plan.
No. It captures invoice lines and exports them. If you need counts, recipes and ordering in one system, an inventory suite does that; many operators use our export to feed a spreadsheet or their existing tools instead.
Clean portal PDFs read almost perfectly. Photos depend on light and focus. Every invoice is reconciled line by line to its total, so errors surface as flags before export instead of showing up in your food cost.
Convert Sysco invoices to Excel line by line: item code, pack size, quantity, unit price and extended price from Sysco, US Foods and GFS PDFs, ready for food cost.
Convert US Foods invoices to Excel or CSV line by line. Product number, pack size, quantity, price and credits from MOXe PDFs and delivery copies, for food cost.
Convert Gordon Food Service invoices to Excel or CSV line by line. GFS item number, pack size, quantity, price and credits from PDFs and delivery copies.
Convert Performance Foodservice invoices to Excel or CSV line by line. PFG item number, pack size, quantity, price and credits from Performance Pay PDFs and photos.
Convert Chefs' Warehouse invoices to Excel or CSV line by line. Item, pack, catch weight, price per pound and extended price from PDFs, scans and photos.
Convert Ben E. Keith invoices from Entree to Excel or CSV line by line. Item number, pack, catch weight and extended price for food cost and QuickBooks.
Convert Shamrock Foods invoices to Excel or CSV line by line. Item number, pack, catch weight and extended price for food cost, bids and QuickBooks.
Convert Cheney Brothers invoices from Cheney Central to Excel or CSV line by line. Item number, pack, catch weight and price for food cost and QuickBooks.
Convert Restaurant Depot receipts and invoices to Excel or CSV line by line. Item code, description, quantity, price and tax from downloaded receipts and photos.
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.
