Checking Invoices with Accuracy

Reduce Catering Overspend Through Accurate Invoice Reconciliation

Do you use multiple vendors with different invoice formats? Do you spend an exorbitant amount of time checking and cross-checking each invoice against what was actually utilized on a flight? Are you finding that the process tends to be error-prone and time-consuming?


Stop Paying What You Don’t Owe


A European airline had outsourced their menu planning data management to their 3rd party caterers, leaving format and content in the hands of the vendors. The wide variety of document formats made it challenging to compare their meal specifications, pricing, and structure with the final invoice for each flight. It was too time-consuming to consistently cross-check a single flight, let alone all their flight invoices. Spot check auditing would provide small opportunities to identify incorrect billing, but this did not ensure all anomalies would be caught. Catering overspend was a fact of life, and the manpower required to catch each issue was seen as counterproductive to the savings that might be achieved.


The airline chose Paxia Inflight Exchange (IFX). The Invoice module of the Inflight Exchange software-enabled 100% automated system-driven invoice checking, validating every line item, cost and quantity ordered. The module provides a fully configurable rule engine that can operate an unlimited number of checks and balances that ensure every flight is billed at the correct amount. Caterers now submit their invoices electronically for automated validation and payment approval, speeding up the payment process and ensuring the airline can take full advantage of available early payment discounts.

Get Even More Out of Invoice Reconciliation

Ensure that 100% of the invoices are accurately validated

Our system validates every vendor invoice, comparing it against the meal order history and any relevant factors that would impact the overall cost. Any anomalies are captured, and requests are automatically generated for the vendor to rectify and resubmit for payment.

Get unlimited rules checking on each invoice

The invoice checking rule engine provides a limitless number of parameters that can be used to scrutinize and cross-check every line item. A range of allowances ensures suitable tolerances can be applied. The airline accepts variations while pinpointing other situations where broken rules and a line item requires vendor attention.

Provide automatic approval / rejection

The process is fully automated, providing a hands-off solution that handles approval and rejection on behalf of the airline. Airline staff can focus on invoices requiring executive review due to extreme scenarios that fall outside of the normal operational activity.

Reduce labor effort

Due to the auto-pilot nature of the system, the resources required to monitor the validation of every invoice is limited to a small administration team of 1-2 resources.

Have more questions or want more information on our Paxia Catering Management Solutions? Contact us and we’ll be happy to answer any questions for you.

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