Skip to main content

NX Inventory — Invoices

Updated

Invoices

Instead of typing invoices by hand, let Nexy read them for you. You can upload an invoice or have your vendor email it in; Nexy extracts the vendor and line items and matches them to your inventory, and you confirm with one click. This article covers both intake methods and the review-and-confirm flow.

Where to find it

Inventory → Invoice Inbox. Invoices are per venue, so select a location first.

Two ways to get an invoice in

Upload

  1. In the Invoice Inbox, click Upload.
  2. Choose a PDF or a photo of the invoice.
  3. Nexy reads it and adds it to your inbox.

Email (hands-free)

  1. Find your location's dedicated invoice address in Inventory → Settings — it looks like yourshortcode@nxorders.com.
  2. Forward invoices there, or ask your vendors to send invoices to that address directly.
  3. They appear in your inbox automatically, already read by Nexy.

Reviewing an invoice

  1. Open an invoice from the inbox.
  2. Nexy shows the vendor and every line item it extracted, each matched to an inventory item:
    • Lines matched by the vendor's exact item number are the most reliable.
    • Lines matched by best guess should be double-checked.
    • Unmatched lines can be linked to the right item by hand.
  3. Correct anything Nexy got wrong — the item, quantity, or price.

Confirming (the only step that changes anything)

Important: Nothing moves until you confirm. Reviewing and correcting an invoice does not change stock or cost. Only Confirm does.

When you click Confirm, Inventory:

  • Increases on-hand for each received item,
  • Updates the item's last cost for this location,
  • Applies the amounts to any linked purchase order, and
  • Shows a cost-impact preview so you can see how the new prices affect your recipes.

How invoices relate to POs

If an invoice corresponds to a purchase order, confirming it records the receipt against that PO. You can use invoices on their own (no PO) or alongside the PO receiving flow — see Purchase Orders & Receiving.

Tip: Emailing invoices to your location address is the lowest-effort workflow — set your vendors up to send there once, and receiving becomes a quick daily review.

Related articles

Powered by Zendesk