Retail and ecommerce
PDF tools and invoice checks for retail and ecommerce
Match supplier invoices to purchase orders and deliveries, turn price lists into spreadsheets and scan the paperwork that still arrives in the back office. 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 retailers use it for
Built for buying, receiving and selling
Supplier invoices matched to orders
Invoice check on Business reads each invoice and compares prices with the purchase order and quantities with the delivery note, so overcharges are caught before you pay.
Price lists into spreadsheets
Turn a supplier’s PDF price list or catalogue into Excel, or export only its tables, ready to load into your stock or ecommerce system.
Line sheets and product specs
Turn product spreadsheets into PDFs, merge them into one line sheet for buyers and compress it so it emails without bouncing. Buyers get one file instead of a folder of spreadsheets.
Delivery notes and receipts scanned
Scan delivery notes at the back door with your phone, with automatic edge detection, and keep them with the order they belong to.
Supplier and concession agreements
Convert agreements from Word and send them for signature. Both sides sign online and you get a certificate with the signed copy.
Customer complaints and returns
Redact a customer’s details before a complaint goes to a supplier, and protect files that include personal data with a password.
Where Macaaw fits in a retail business
Retail margins depend on paying the right price for the right quantity. Supplier invoices, credit notes and delivery notes are where small errors hide, and they mostly arrive as PDFs or paper. Macaaw reads them, compares them and puts the numbers into spreadsheets, so the buying team spends time on suppliers rather than on typing. Independent shops and online sellers use the same tools as larger chains, without a long set-up.
Invoice check reads documents on Macaaw’s own servers in London without sending them to an outside AI service, and a person always approves the result. Other server tools delete files within 2 hours, and browser tools never upload them.
Shops, warehouses and head office can share one Business workspace, with roles for each person and allowances pooled across the team. Macaaw does not run your till, stock or ecommerce platform; it handles the documents between them.
Playbook
From invoice to approval in four steps
Catch price and quantity differences before the payment run.
Bring in the documents
Upload the purchase order, the delivery note and the invoice, or scan the paper ones with your phone.
Let Invoice check read them
It reads the supplier, dates, VAT, totals and every line from each document.
Review the differences
See price, quantity and total differences side by side, and draft a credit note request to the supplier if needed.
Approve and export
Approve the invoice, then export the lines to CSV or Excel for your accounts system.
Business plan
One plan for the whole team
Head office and every shop 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
Retailers ask
Does Invoice check work with scanned invoices?
Yes. It reads PDFs, scans and phone photos, recognising text in scans, and shows how confident it is in each field so you know what to check.
Is my supplier data sent to an AI company?
No. Invoice check reads documents on Macaaw’s own servers in London. A person always approves the result before anything is exported.
Can I turn a PDF price list into Excel?
Yes. PDF to Excel converts the whole document, and Extract tables exports only the tables to Excel or CSV.
How many invoices can we check?
Business includes a monthly allowance of checks per user, pooled across the workspace, and credits cover busy months.
Can we use it on a phone in the stockroom?
Yes. Scanning, merging and signing work in a phone’s browser, and Macaaw Scan can be installed as an app.
Can a small online shop use Macaaw without Business?
Yes. The PDF tools, the scanner and sending documents for signature work on Free and Pro, within their limits. Invoice check and shared workspaces are part of Business, which you can try free for 30 days.
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.
Pay suppliers what you agreed, not what they sent.
Try Business free for 30 days with your whole team.