PAXIA INVOICES

Invoice Reconciliation That Doesn’t Take Months

Paxia Invoices automatically matches caterer invoices against orders and contracted rates — or reverse-invoices on the supplier’s behalf — catching discrepancies early instead of during a quarterly audit.

Request a Demo

WHAT IT DOES

Reconciliation in Days, Not at Quarter-End

Whether your team is reconciling invoices line by line in spreadsheets or wrestling with a legacy tool that can't keep pace with your network, discrepancies still surface long after the flights have departed, often after they've repeated dozens of times. Paxia Invoices matches incoming invoices against the original orders and contracted rates automatically — flight by flight or across any date range — flagging mismatches for review as they arrive. Every invoice is validated automatically against its order, so a catering network that once required a team of auditors, or a patchwork of legacy systems, is now monitored by one or two people.

Disputed line items are tracked through resolution with a full audit trail back to the original order and specification, so caterer negotiations are grounded in data, not memory.

KEY CAPABILITIES

What Paxia Invoices Changes for Your Team

Nine outcomes built directly into the module, each addressing a problem that is likely being solved with a spreadsheet today.

Automated Matching

Line-by-line checking, done automatically

Reconcile invoices against orders and contracted rates automatically — flight by flight or across any date range — applying your audit rules and tolerances so in-tolerance items auto-approve and only real exceptions reach a person. Approvals move fast enough to capture early-payment discounts.

Caterer Submission & Credit Notes

Every adjustment, against the record it corrects

Caterers submit invoices directly into Paxia, and credit and debit notes are raised and tracked against the original invoice, so an adjustment lives with the line it corrects instead of in an email thread nobody can find at audit.

Reverse Invoicing & Finance Integration

Invoice on the caterer’s behalf, post to finance

When a supplier can’t invoice electronically, generate the invoice for them (reverse invoicing), then post reconciled results into your AP/GL systems with tax and general-ledger mappings.

Approval Workflow & Status Tracking

Every invoice, through the right hands

Tiered, role-based approval routes each invoice to the people who need to see it, and the full status lifecycle shows exactly where any invoice stands: submitted, matched, disputed, approved, or closed.

Invoice Types

Comparison, manual, and retroactive

Compare invoices against one another, raise an invoice manually when it falls outside the normal flow, and issue retroactive invoices when a rate or count is corrected after the fact.

Invoice & Reconciliation Reporting

The reconciliation, reported

Report on invoices and reconciliation outcomes across caterers, routes, and periods: what matched, what was disputed, and what it cost.

Invoice Generation

Created and submitted in one place

Invoices are created and submitted inside the platform, against the orders they bill, so the document and the record it settles never live apart.

Spend Visibility

Catering spend, rolled up the way finance needs it

See catering spend by route, fleet, caterer, and time period: visibility finance can act on, not just review.

Dispute & Exception Workflows

An audit trail for every disputed line

Track disputed line items through resolution, with a full record back to the original order, ready for caterer negotiations.

WHO USES IT

Built for the People Who Touch It Daily

Paxia Invoices is designed around the day-to-day workflows of the teams that rely on it most.

Finance & Accounts Payable

Reconcile invoices against orders automatically, reducing manual review time from days to minutes per invoice.

Catering Operations

Resolve disputes with a documented trail back to the original order and specification.

Procurement

Use spend visibility to negotiate caterer contracts from a data-driven position, not from estimates.

HOW IT CONNECTS

Connected to the Modules That Prove the Invoice

Invoices is part of one connected system of record. Here's how it works with the rest of Paxia Cloud.

Specifications

Checks billed items against the approved specification.

Schedules

Maps charges back to the flights that incurred them.

Galleys

Bills ground handling costs for servicing the aircraft, based on the Galley Load Plan.

Orders

Reconciles every invoice line to its order.

Insights

Feeds reconciled spend into cost and consumption reporting.

Proof at Scale

Running Inside the World’s Largest Airline Catering Operations

5.38M+

Flights Reconciled Annually

Every order validated before payment

1.92M+

Passengers per Day

Catering spend checked against what was served

18+

Airlines on Paxia Cloud

Catching overspend across global catering networks

Book a Walkthrough

See Paxia Invoices on Your Network

Bring your routes, your fleet, and your current workflow. We’ll show you how Paxia Invoices fits into Paxia Cloud and what changes for your team on day one.

Request a Demo →