Hotels and restaurants
PDF tools and invoice checks for hotels, restaurants and pubs
Check supplier invoices against deliveries, publish menus and allergen information as light PDFs, get group bookings and staff contracts signed and keep kitchen records searchable. Server jobs run in London and files are deleted within 2 hours.
Try Business free for 30 daysSee how signing works
£6.99 per user a month, billed yearly · from 2 users
What hospitality teams use it for
Built for front of house, back of house and the office
Supplier invoices checked against deliveries
Invoice check on Business reads food and drink invoices and compares them with orders and delivery notes, so short deliveries and price rises are spotted. A person always approves the result before anything is paid.
Menus and allergen information
Turn the menu from Word into a PDF, compress it so it loads quickly on your website, or export it as an image to post online. Update the Word file when a dish changes and publish the new version in a minute.
Group bookings and event contracts
Fill in the booking form with the deposit and cancellation terms and send it for signature, so the terms are agreed before the date is held. Reminders chase the organiser until it is signed.
Staff contracts and right-to-work copies
Send contracts for signature, scan right-to-work documents and protect the copies with a password before they are filed. Contracts are signed on the employee’s own phone, so nobody needs to come in early to sign paperwork.
Kitchen records scanned
Scan temperature logs and cleaning checklists each week with Macaaw Scan and merge them into one searchable file per month.
Receipts and petty cash
Scan receipts with Macaaw Scan, which reads merchant, date, total and VAT, and build an expense report for the bookkeeper.
Where Macaaw fits in hospitality
Hotels, restaurants and pubs run on thin margins and long hours, and the paperwork is done in whatever time is left. Invoices, menus, bookings, contracts and kitchen records all end up as PDFs or paper. Macaaw makes them quick to check, sign and file, from the office computer or a phone. It suits independent restaurants and pubs, hotel groups and contract caterers alike.
Invoice check reads documents on Macaaw’s own servers in London, without an outside AI service, and a person always approves. Other server tools delete files within 2 hours, and browser tools never upload them.
Macaaw does not replace your booking, till or rota systems, and it does not write allergen information for you; it publishes and files the documents you prepare. Several sites can share one Business workspace, with roles for managers and pooled allowances. Seasonal staff can be invited for the summer and removed afterwards.
Playbook
A supplier invoice check in four steps
Pay for what arrived, at the price you agreed.
Capture the delivery note
Scan the signed delivery note at the back door with Macaaw Scan.
Add the invoice
Upload the supplier’s invoice when it arrives, with the order if you have one.
Review the differences
Invoice check shows short deliveries, price changes and VAT differences side by side.
Approve or query
Approve the invoice, or send the supplier a credit note request drafted from the differences. Export approved lines to Excel for the bookkeeper.
Business plan
One plan for the whole team
Managers, head chefs and the office on one plan, with allowances pooled.
£6.99per user a month, billed yearly · or £9.99 monthly
- 200 signature requests per user a month, pooled
- Up to 20 signers on each document
- 1,000 pages of text recognition per user a month, pooled
- 500 Office conversions per user a month, pooled
- Files up to 500 MB and 200 files in one task
- Members, roles, shared workflows and central billing
- UK serversServer tools run in London.
- Deleted within 2 hoursFiles from our tools, or the moment you press Delete.
- UK GDPRA data processing agreement on Business.
- Audit trailEvery signed PDF carries its signing certificate.
Questions
Hospitality teams ask
Does Invoice check read handwritten delivery notes?
It reads printed text in PDFs, scans and photos and shows how confident it is in each field. Handwritten notes on a delivery note should be checked by a person.
Can guests sign a group booking without an account?
Yes. They open the link in the email and sign on any device.
Can we post the menu as an image?
Yes. PDF to JPG turns each page into an image in your browser.
Can several sites share one plan?
Yes. On Business every site’s managers are members of one workspace, with roles and allowances pooled.
Does Macaaw check that allergen information is correct?
No. It publishes and stores the information you prepare. Accuracy stays with your team and your suppliers’ specifications.
Can we keep supplier invoices from several sites in one place?
Yes. On Business every site’s managers work in one workspace, and Invoice check lists invoices from all of them, with approval levels if larger invoices need a second person.
Legal information on this page is general guidance for England and Wales, not legal advice. Scotland and Northern Ireland have their own rules, and deeds or documents that must be witnessed need extra formalities.
Paperwork done before service.
Try Business free for 30 days with your whole team.