Expense Reporting
Expenses & Purchasing
Running a restaurant or brewery means money is always moving — vendor invoices, quick cash runs for supplies, and full purchase orders for your regular stock. BarSight keeps all of it organized in one place, with no spreadsheets and no clunky forms.
Vendor Invoices (Accounts Payable)
Enter bills as they come in — food and beverage suppliers, equipment service calls, or your building's monthly internet, cable, and alarm bills — and attach each one to a vendor. Every invoice requires an invoice number, which helps prevent accidental double entries and costly accounting errors.
Once entries are in, you can look back at any vendor's full purchase history to spot where you're overspending, and export clean, accountant-ready reports whenever you need them.
[SCREENSHOT: Accounts Payable invoice entry form]
Petty Cash
Sent someone out for limes? Quick, small purchases like that are tracked through the Cash Transactions Log alongside your other daily cash activity, so it's reconciled with the rest of your register instead of living in a separate form.
Purchase Orders: Built for How You Actually Buy
For your regular stock — ingredients, kegs, packaging, anything you reorder again and again — Purchase Orders give you a real workflow: create a PO, send it to your vendor, and receive it against inventory when it arrives. And the system has grown well beyond just logging a bill:
- Price by vendor, and by the case. The same ingredient can carry a different price from each of your suppliers, plus real case-quantity and case-price tracking for bulk buys — so your costing reflects who you actually bought from, not a single guessed price.
- Vendor SKU tracking. Store each supplier's own item/SKU number right on the ingredient, so ordering and reconciling invoices against what actually shipped is fast and accurate.
- Shipping and fees, handled properly. Add a freight or service charge as its own cost line straight to the right GL account — no need to fake it as an inventory item just to get it on the books.
- Item types that match your business. Track true inventory items with lot numbers, post pure cost lines for fees, or tie a kitchen PO item directly to the recipe that uses it.
- Restricted, catalog-only ordering. Lock a vendor down to only the items they actually supply — ideal for commissary-style ordering where locations should only be able to order from an approved list.
- Built-in duplicate protection. When you go to receive a delivery, BarSight checks it against your other recent orders from that vendor and warns you if it looks like a duplicate — catching costly double-orders before they happen.
[SCREENSHOT: Purchase order with case pricing and vendor SKU visible on a line item]
A purchase order moves through a clear status as it goes: Pending → Ordered → Partial → Received → Paid, so you always know where an order stands without having to ask.
For the full step-by-step, see the Purchase Orders: Complete Guide.