▶️AI Invoice Scanning - Smarter, Faster, Error-Free

STO Update 14th Aug'25

Dear Stocktake Online Users,

As you will undoubtedly know, Stocktake Online is a constantly evolving system. We always strive to improve our software and service, incorporating ideas from the hospitality industry and you, our users. In listening to feedback from various sources, we find improvements to be made and tweaks to implement. 

Please take a look at the following notes on the changes we have made and the new features we have added. As always, please do not hesitate to contact us if you have any questions or would like any extra information on the changes to Stocktake Online.

Update includes:

• AI Invoice Scanning - Smarter, Faster, Error-Free

Managing supplier invoices has always been a time-consuming and error-prone task. To overcome this, we’ve launched our Invoice Scanning feature – designed to transform hours of manual work into seconds of smart, automated action.

This is not just another software update, but a game-changer in how restaurants, hotels, bars, catering companies, and cloud kitchens manage their stock.

How does it work?

Users will upload the supplier invoice while creating the PO from the web or the app & stock will be added to their system as per the invoice, closing the delivery on STO automatically within a couple of hours, eradicating all the manual hassles reconciling the invoices.

Please upload high-quality invoice copies to ensure smooth and timely stock addition.

This is a paid service and must be enabled by contacting the STO support team. Once activated, clients can upload invoices using the process outlined for both Web and App.

App

• Once the order is approved, go to the “Approved” list under Orders for the selected location.
• Click on the relevant order.
• Upload invoice using on the upper right corner.
• Upload one or multiple pages of the invoice as required.

Web

Similar to the app, a document needs to be uploaded when the order is approved. Go to Accept Delivery under Orders from the left panel or click on Deliveries in the upper right corner (both options are highlighted in the reference below).

Select the order & upload the document using the shown option under the "Order Details" tab.

Important points

• The uploaded document can be changed anytime until the delivery is open on the system.

• Once the delivery is approved/closed, the document cannot be modified.

• The invoice copy can be viewed anytime once uploaded to the order.

• Stock will be added as per the invoice copy, and the same copy will also be attached to the delivery.

Please do not hesitate to contact us if you have any questions or would like extra information on the changes to Stocktake Online.