The gap
Connect delivery evidence with supplier invoices.
Operations know what arrived. Finance know what was billed. Neither knows both, and not through anyone's fault: the two halves live in two systems, and the first thing that puts them side by side is month-end. By then the delivery is three weeks old and the invoice is paid.
One delivery
A single worked example.
Ten cases ordered, eight signed for, invoiced for ten. Every figure is an example, followed to its consequence.
Example delivery
- Ordered
- 10 cases ordered
- Received
- 8 cases signed for
- Invoiced
- Invoice for 10 × £18.40 = £184.00
- Difference
- 2 cases, £36.80
- State
- Mismatch, awaiting review
- Outcome
- Credit note expected: £36.80
An example, not a customer result. FINIO holds the difference and tracks the credit; it does not send every query automatically, approve ordinary bills or pay the supplier.
- 01
Site team
Delivery evidence received
Whoever takes the delivery photographs the note. FINIO reads it: eight cases, not ten.
- 02
FINIO
Invoice coded and compared
The supplier's invoice arrives by email, every line is coded, and the ten invoiced cases are set against the eight received.
How two-way matching works → - 03
Finance
Discrepancy held for review
The invoice does not post. The two-case difference is listed, with both documents side by side, for finance to decide.
- 04
Finance
Credit tracked
Finance raise the query. The expected £36.80 credit sits against the invoice until the supplier's credit note arrives and settles it.
How credit notes are tracked →
One event, two halves
What it looks like on a Tuesday.
A delivery arrives at the Soho site
Tuesday, 07:40 — one event
Operations
Knows what turned up
Signs for eight cases. Never sees what the invoice said.
Finance
Knows what was billed
Receives an invoice for ten. Nothing says only eight arrived.
Each holds half · neither can see the other
Nobody is being careless. The two halves are in two systems, and the first thing that puts them side by side is month-end — three weeks later, when the driver’s visit is nobody’s memory and the invoice is paid.
FINIO holds both halves, from the one event
The photograph and the invoice, matched the same morning
Same event. Same number. Same day.
Both sides
Each role's responsibilities.
One system, two jobs, and neither is asked to learn the other's.
Operations
A supervisor, a site manager, whoever took the delivery
Does
- Photograph the delivery note where you stand
- Approve a transfer in or out of your site
- Flag a short case or a rejection as it happens
Gets back
- Your spend and your GP while the month can still be changed
- Credits chased on the day, not written off at month-end
- Nothing charged to you that you have not seen
An email and a password. No Xero licence, nothing to configure.
Finance
The person who owns the close
Does
- Review what is already coded rather than key it
- Approve cross-charges once both sites have
- Reconcile statements against records that are already complete
Gets back
- Invoices matched to what was actually received
- Recharges posted to both entities from the one event
- A close that starts with the queries already settled
Connects Xero once. The ledger stays the source of truth.
Where it costs money
Differences and credits.
Four things that cross the gap. Each is on the product pages as a feature; here they are told from both ends, because a feature list hides who was in the dark.
01
The short delivery
Operations
Signs for what actually came off the van, on paper, at the door.
Finance
Approves an invoice for what the supplier says it sent.
The mechanism →With FINIO
The photograph and the invoice are matched the same morning, so the query goes out while the driver's visit is still worth arguing about.
02
The credit note
Operations
Sends goods back and assumes a credit is coming.
Finance
Sees nothing on the invoice saying anything went back.
The mechanism →With FINIO
The return is logged the day it happens and the credit note is allocated against the invoice it belongs to. Both sides watch the same balance.
03
The cross-charge
Operations
One site hands goods to another and mentions it eventually.
Finance
Raises the recharge at month-end, from whatever it was told.
The mechanism →With FINIO
Raised the minute it happens, and it takes all three — the sending site, the receiving site and finance — before it posts into both Xero files.
04
The departmental transfer
Operations
Stores sends stock to another department. They find out from the P&L.
Finance
Moves the cost when someone remembers to say so.
The mechanism →With FINIO
Nothing is charged to a department without the department that raised it and the one being charged both agreeing, with finance in the loop as it happens.
From your side