Every delivery comes with paperwork. Typing each invoice line into stock software is slow and easy to get wrong, and when it slips, stock levels drift and food cost figures stop being reliable. This guide explains how e-invoice import in Kappino AI Inventory reads a supplier invoice and, once someone has checked it, updates your stock and your costs from the same document.
Step 1: upload the invoice
In AI Inventory, open the Scanner and drag in a file, or open your device camera. Files can be up to 12 MB. The Scanner accepts:
- Photos (JPG, PNG, HEIC) of paper invoices and delivery notes, read with OCR.
- PDFs emailed by suppliers, including scanned documents.
- Spreadsheets (XLSX, CSV) with invoices or delivery lists.
- Italian FatturaPA e-invoices as XML or digitally signed .p7m files, in FPR12 and FPA12 format, including batch files.
Photos, PDFs and spreadsheets work for suppliers in any country. FatturaPA import is an extra for restaurants in Italy, where suppliers send structured e-invoices.
Why an Italian e-invoice is read exactly
A FatturaPA e-invoice already contains the supplier’s structured data. Kappino reads the XML directly instead of scanning an image, so quantities, prices and VAT come through exactly as the supplier issued them. These files are labelled “Italian e-invoice (XML)” in the review screen.
Kappino does not connect directly to the SDI. Download the XML or signed .p7m files from your e-invoicing portal, intermediary or accountant, then upload them to the Scanner.
Step 2: check the result in the Review Queue
Nothing reaches your stock without a review. Each scan waits in the Review Queue with a confidence level, and a “why?” explanation for anything Kappino is unsure about. The review screen also:
- reconciles the line totals against the invoice totals, so a missing or misread line stands out;
- warns when the same file, or a possible duplicate invoice, was uploaded before, with a link to the existing import;
- refuses credit notes, so returned goods are never added to stock.
Step 3: correct what needs correcting
Edit quantities, costs or the item each line is matched to, add an expiry date, skip a line you do not want in stock, or add a line the reader missed. When the pack size is unclear, Kappino asks how many units are in one pack, and remembers the answer and each supplier’s article codes, so later deliveries from that supplier match automatically.
Step 4: approve and import
Choose Approve & import when the invoice looks right, or Reject to leave your inventory unchanged. On approval:
- each line is added to stock, matched to an existing item or created as a new one;
- the invoice is saved under Documents with its supplier, number, date and totals;
- the purchase is recorded in Restaurant Expenses, with inventory as its source.
Your stock and your costs now come from the same document, so they cannot drift apart.
What the import does to your costs
Item costs follow the weighted average of what you received, so recipe costs and dish margins update as new deliveries arrive at new prices. Approved invoices also feed AI Inventory analytics: the purchase price history of every item, cost increases, COGS % and a restock forecast.
Trusted suppliers
For suppliers you trust, you can switch on auto-import. It is off by default, and even when it is on, only high-confidence scans with no uncertain lines skip the Review Queue. Everything else still waits for a person.
If something was missed
Use “Read this document again” to re-read an invoice, compare the result with what was imported and add any stock that was missed.
