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Setting up your Invoice Hub

About Invoice Hub

Your Invoice Hub stores all your orders placed via FoodByUs with our automated invoice scanning feature. Following a one-time setup, all your invoices will be automatically captured into our Invoice Hub, unlocking access to a range of benefits including live price tracking, comprehensive reports and seamless accounting integration.

Invoice Hub Benefits

Invoice Management

Live Pricing

Custom Reports

Accounting Integration

How do I set up my Invoice Hub?

FoodByUs creates a unique Invoice Hub Email address for each of your venues. All you need to do is make sure your suppliers cc. this address for all invoices sent.

For FoodByUs Partners:
Partnered Supplier invoices are automatically available in your Invoice Hub due to our partnership agreements. There is no setup required.

For Direct Suppliers:

There are 2 ways to set up your Invoice Hub for Direct Suppliers:

1. Share your FoodByUs Invoice Email with your Direct Supplier

Share your Invoice Hub Email with your supplier and request that they include it for all future PDF invoices.

2. Forward the invoices yourself to your FoodByUs Invoice Hub Email

You can also forward the invoices to the FoodByUs Invoice Hub Email yourself.

Where can I find my Invoice Hub Email?

  • Log into your FoodByUs account
  • Click My Account
  • In the dropdown, click Invoice Hub
  • You will see your unique Invoice Hub Email there

What benefits come with syncing all your invoices into your Invoice Hub?

  • Access to all your invoices through the FoodByUs platform
  • Accurate up-to-date live pricing based on your invoices
  • View the price history of all your products to understand price trends
  • Products will be auto-pantry listed so you can easily find them again to reorder
  • Your Customer ID will be populated on your next order email so your suppliers can quickly identify you
  • Seamlessly have all your invoices synced with your accounting integration

Setting up Accounting integration for your Direct Suppliers

Once established, you will need to map the Direct Supplier to a contact in your accounting platform. You only need to do this once.

Note: We will not sync any invoices for Direct Suppliers that are not mapped. FoodByUs does not collect payments for Direct Supplier orders and balances owing are due to them.

Note: We will not sync any invoices for Direct Suppliers that are not mapped. FoodByUs does not collect payments for Direct Supplier orders and balances owing are due to them.

Invoice Hub Troubleshooting

Whilst you can request that your suppliers send the invoices manually each time, you can also forward us your invoices yourself. You can set up email forwarding to your Invoice Hub email through your mailing system. Any invoices received from your supplier will then be automatically sent to us.

Call or reach out to your supplier to ensure that they have set up your account so that invoices are automatically cced with every outbound invoice.

Your pricing & pantry list will only be updated if we receive an invoice for your orders. In some instances, the invoices from particular suppliers could be of poor quality or don’t have all the required information. Usually, our team will do their best to manually update the pricing and products for you.

We will not sync any invoices for suppliers that are not mapped. For invoices from your direct suppliers to automatically sync with your accounting platform, you must first establish a connection and map them in your accounting system.

Your invoices will appear as soon as your supplier sends them to us. This will vary by supplier, but will usually be on the order’s delivery date.

You can forward us your email invoices yourself, as long as your order is placed through FoodByUs.

Yes. You need to place your orders through FoodByUs to see updated pricing and have all your invoices pushed into our Invoice Hub.

Yes. The invoice needs to be a PDF attachment to an email.

Unfortunately, Invoice Hub cannot read any invoices that aren’t in PDF form.

No. The invoice needs to be a PDF attachment to an email.

STILL NEED HELP?

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Our Support Hours are 8am – 6pm Monday – Sunday, Australian Eastern Standard Time

(Please note during daylight savings we operate on AEDT)