Use Cases / Spend Control

Use Case 05

Never Overpay on a Catering Invoice

Catering is one of your largest operating costs, billed line by line across thousands of flights. Paxia checks every line against the order it came from, auto-approves items within tolerance, and flags only the exceptions, so you pay for exactly what you ordered.

PAXIA CATERING OPS · BOARDING PASS

NAMENever Overpay on a Catering Invoice

FROMUNCHECKED

✈

TORECONCILED

FLIGHTPX-05

CLASSSPEND CONTROL

SEQ05 / 07

STATUSEXPLORE →

PX-0505

The Challenge

Nobody Can Check Every Line by Hand

A single day of flying generates thousands of catering charges: meals, beverages, dry stores, handling. Each has a quantity and a price that’s supposed to match what was ordered and agreed. Checking every one by hand is too expensive to sustain, so invoices get sampled, the rest get approved on trust, and most leaks stay invisible. Three cracks show up again and again.

Invoices are checked on trust, not against the order

With volume too high to audit line by line, teams spot-check or wave invoices through. Quantities that don’t match the order and prices that drift from the contract are paid because no one had time to catch them.

The order and the invoice live in different systems

What was ordered sits in one place, what’s billed in another, and reconciling them means exporting, matching, and chasing discrepancies by email, long after the flight, when the details are cold.

Spend is only clear after it’s been spent

Without a live view by station, route, and period, cost overruns surface during the month-end close instead of when you could still act on them.

How Paxia Cloud Helps

From Unchecked Invoices to Every Line Reconciled

Each supplier invoice is checked against the completed order: quantity as expected, price as agreed. In-tolerance lines clear automatically; only the exceptions are held for review.

PAXIA TOLERANCE ±2%

Validating against order…

Line item	Qty ord	Qty inv	Agreed	Billed	Ext	Check

Invoice claimed

$0.00

Auto-approved

—

Flagged for review

—

How It Connects

The Modules Behind This Use Case

An invoice is only as trustworthy as the record it’s checked against. Here’s how Paxia closes the loop between the price you agreed to and the amount you pay:

Specifications — the prices you agreed to

Agreed pricing lives in Specifications, so “price as agreed” is an automatic check against the approved price, not one that relies on memory or a spreadsheet.

Orders — the record every invoice is checked against

Because each completed order captures what was requested, delivered, and confirmed by the caterer, Invoices has a true baseline to validate against: quantities and line items that reflect the flight, not a supplier’s restatement of it.

Invoices — validate, tolerate, and post

Invoices applies your audit rules and tolerances, auto-approves in-tolerance lines and flags the rest, supports reverse invoicing when a supplier can’t send an electronic invoice, and maps taxes and totals into your AP/GL, flight by flight or across any date range.

The same completed orders that fed each flight become the source of truth you pay against — so reconciliation is a check, not an investigation.

Proven Worldwide

Running at Real Airline Scale

LIVE · SYSTEMWIDE

100+

COUNTRIES

5.38M+

FLIGHTS PER YEAR

400+

CATERING STATIONS

Cleared for Takeoff