The gap
Operations know. Finance know. Neither knows both.
Not through anyone's fault — the two halves live in two systems, and the first thing that ever puts them side by side is month-end. By then the delivery is three weeks old and the invoice is paid.
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.
Where it costs money
Four things that cross the gap.
Each of these is on the product pages as a feature. They are the same four things, 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.
Both sides
What each of you actually does.
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.
See it from your side.
Or run a real invoice through the demo and watch both halves land at once.