Schedule automatic invoice payments to suppliers

Purpose

 1.1. Ensure timely, consistent payments to suppliers for ingredients and kitchen supplies specific to an Anago restaurant.
 1.2. Minimize manual errors and late payment fees, strengthening supplier relationships.
 1.3. Maintain compliance with food service financial regulations and internal audit requirements.
 1.4. Streamline cash flow management, reporting, and monthly reconciliation for Japanese cuisine procurement cycles.

Trigger Conditions

 2.1. Receipt of approved supplier invoices in the accounting or procurement system.
 2.2. Approaching invoice due dates as referenced in payment terms.
 2.3. Confirmation of successful goods receipt or service completion.
 2.4. Achievement of pre-defined purchase order matching thresholds.

Platform Variants

 3.1. SAP Business One
  • Feature/Setting: Use ‘Outgoing Payments’ API. Sample: Configure automatic execution upon invoice status ‘Approved’.
 3.2. Oracle NetSuite
  • Feature/Setting: Setup “SuiteFlow” workflow: Trigger “Pay Bills” action for vendor bills based on due date.
 3.3. QuickBooks Online
  • Feature/Setting: API endpoint “CreatePayment”. Configure automated payment run daily for ‘Payable’ status.
 3.4. Xero
  • Feature/Setting: Use “Payments API”. Schedule jobs for invoices marked ‘Awaiting Payment’.
 3.5. Zoho Books
  • Feature/Setting: Workflow automation to trigger “Vendor Payments” API when invoice moves to ‘Approved’.
 3.6. FreshBooks
  • Feature/Setting: Enable recurring ACH payments for supplier contacts using ‘Automated Payments’.
 3.7. Stripe
  • Feature/Setting: ‘Sources API’. Configure payment to suppliers on recurring basis from connected bank.
 3.8. PayPal
  • Feature/Setting: REST API “Payouts”. Pre-load supplier lists and trigger batch payments for due invoices.
 3.9. Wise (formerly TransferWise)
  • Feature/Setting: “Batch Payments API”. Automate payments to overseas Japanese produce suppliers.
 3.10. Bill.com
  • Feature/Setting: “Auto-Pay” enabling rules per invoice tag (e.g., ‘sushi grade fish’ suppliers).
 3.11. QuickFile
  • Feature/Setting: Recurring Payments Automation. Choose suppliers, frequency, amount, and automate bank transfer.
 3.12. Sage Intacct
  • Feature/Setting: ‘Smart Rules’ for payable schedules and ‘Bill Payment’ API for execution.
 3.13. Odoo
  • Feature/Setting: Purchase/Invoicing workflow. Schedule “Payment Orders” triggering when invoices reach ‘To Pay’.
 3.14. Wave
  • Feature/Setting: Recurring Payments function connected to suppliers via Vendor Accounts.
 3.15. KashFlow
  • Feature/Setting: Configure ‘Supplier Direct Debit’. Automatically initiate bank transfer on invoice due date.
 3.16. MYOB
  • Feature/Setting: Use “Pay Bills” automation. Setup frequency-based supplier payment schedules.
 3.17. Square
  • Feature/Setting: Square Bill Pay. ‘Schedule/Auto-Pay’ for registered vendors.
 3.18. Gusto
  • Feature/Setting: Vendor Payments automation for non-payroll supplier invoices using reimbursement flows.
 3.19. Plaid
  • Feature/Setting: ‘Payment Initiation API’. Automate direct transfers upon validated invoices.
 3.20. SAP Concur
  • Feature/Setting: “Invoice Processing Automation” for workflow-based payment and compliance logging.
 3.21. Airbase
  • Feature/Setting: Vendor Payment automation, set to ‘auto-schedule’ on CFO approval.
 3.22. Tipalti
  • Feature/Setting: “Automated Payouts” for batch supplier payments with compliance screening.

Benefits

 4.1. Reduces manual intervention and administrative workload.
 4.2. Ensures suppliers critical for Japanese cuisine are paid on time, avoiding stockouts of specialty items.
 4.3. Supports predictable cash flow and financial planning for restaurant operations.
 4.4. Enhances regulatory compliance through consistent documentation and audit trails.
 4.5. Minimizes risk of penalties and optimizes vendor relationships through reliable payment cycles.