Expenses and supplier invoices

What expenses are

Biga lets you record all your restaurant’s expenses (supplier invoices, utilities, rent…) and automate the ones that recur every month. You manage them under Billing → Expenses.

The Expenses page has three tabs:

• Invoices — the main supplier-invoice list (it used to be called “List”).
• Periodic — the recurring expenses Biga generates on its own.
• Delivery notes — the supplier delivery notes that update your stock.

The invoice list

In the Invoices tab you’ll see every supplier invoice, with its date, supplier, amount and payment status. You can filter by period and status, filter by supplier with the All suppliers dropdown, and mark invoices as paid.

Each expense with its supplier, amount and status.

Recording an expense

1. Tap New expense.
2. Enter the supplier, date, description and amount. You can tick “Invoice with VAT” to break down the base and VAT.
3. If you have the invoice on paper or as a PDF, upload it: the system can extract the data automatically (OCR).
4. Save.

Quicker: Take photo. From the Home screen, tap Take photo, choose Invoice and photograph it (or upload the PDF). Biga reads it and leaves it ready for you to check in Expenses.

The invoice inbox

Each restaurant has its own email address for invoices. Any PDF or photo sent there is read automatically and waits for you in Expenses. Nothing counts until you validate it.

Your restaurant’s address (blurred here), the steps and the emails received.

You’ll find it in Stock → Purchases → Invoice inbox:

1. Copy the address and give it to your suppliers so they send their invoices there.
2. Or forward the ones already reaching your own email. The same screen explains how to do it automatically from Gmail with a filter; when Gmail sends its confirmation code, you’ll see it on that screen.
3. Under Emails received you see each email and how the reading went (read, partly read, no attachments…).

Biga never gets into your mailbox: it only receives what’s sent to this address. Limits: 5 attachments per email, 8 MB per file and 40 documents a day.

Matching an invoice with its delivery notes

Many suppliers bring delivery notes during the month and send a single invoice at the end. In the invoice detail, the Matching with delivery notes section checks it for you:

1. Biga suggests the delivery notes quoted on the invoice and those from the period since the supplier’s previous invoice. Tick the ones it covers.
2. It tells you whether the total matches (within €1 or 0.5 %) or how much extra the invoice charges.
3. It compares product by product: invoiced but not received, received but not invoiced, and different quantities or prices. It also takes into account anything you marked as It arrived different on the delivery note.
4. Tap Match: the invoice becomes Matched or Matched with differences. You can undo it.

If a supplier never brings delivery notes, mark it as “This supplier doesn’t bring delivery notes” and you won’t be asked to match it.

Matching doesn’t change stock: stock only comes in through delivery notes.

Purchase issues

In Stock → Purchases → Issues (with a notice on the Home screen) you’ll find everything that doesn’t add up between invoices and delivery notes:

Each issue with its document, Complain to the supplier and Dismiss.

• Important — possible duplicate invoice; invoice matched with differences.
• To review — a product more expensive than last time; a delivery note over 35 days old with no invoice; a delivery note with differences.
• Pending — invoices not yet matched.

For each one you can open the document, dismiss it if it’s fine, or:

• Complain to the supplier — opens the message already written (document, differences and total) for you to send by WhatsApp or email. Biga doesn’t send anything.
• They’ve credited us — when the supplier has refunded it (or didn’t charge you), enter the amount and the issue is closed.

What Biga has saved you

On the back-office Home screen, the What Biga has saved you card sums up the month (and the previous one): what you shouldn’t pay for goods that arrived different, what invoices overcharged, invoices that matched, documents read without typing, price rises detected, credits received and the working time saved.

Recurring expenses (the ones you pay the same amount for every month) can be marked as periodic, and Biga generates them on its own.

Periodic expenses

Expenses that recur (rent, fees, subscriptions) are set up once as periodic: you enter the amount and the frequency, and Biga creates the entry automatically each period.

Recurring ones are flagged with the “Recurring” tag.

In the list you’ll spot the periodic ones by the Recurring tag, and you can filter to see only those.

Delivery notes

The Delivery notes tab lists your suppliers’ delivery notes and shows a pending badge telling you how many are still waiting to be validated. When you validate one, the ingredients go into stock. How to photograph it, check the lines and flag what arrived different is in Delivery notes and stock.

Common mistakes

• The OCR doesn’t read an invoice correctly → review and fix the fields manually before saving; extraction is a help, not a requirement.
• An invoice from the inbox shows an error → upload it again with Take photo.
• The match doesn’t add up by amount → some delivery note has no amounts; check the product-by-product comparison.
• A periodic expense got duplicated → make sure you didn’t also record it by hand that month.