For food producers, craft breweries & beverage makers
The product ships on time. The paperwork trails behind.
Orders arriving by email, portal, and phone. Retailer payments that don't match the invoice because of a deduction nobody explained. Supplier invoices keyed in by hand. We build the systems that capture it once, match it, and flag what needs a person.
What we'd build
What we'd automate in a food or beverage business.
From the purchase order to the payment.
Order intake
Orders from email, PDF, and retailer portals read and entered into your system once — with anything unusual, like an unfamiliar SKU or an out-of-pattern quantity, flagged before it ships.
Deductions & remittances
Retailer and distributor payments matched to invoices, with every deduction — promotions, chargebacks, short shipments — identified and listed so you can dispute the ones that aren't valid.
Supplier invoices & POs
Ingredient, packaging, and freight invoices read and matched to purchase orders and receipts. Price changes and short deliveries are flagged instead of paid.
Lot & batch records
Production records captured once and linked to shipments, so a traceability request is a lookup rather than a scramble through binders.
Margin by SKU and account
A weekly report of what sold, where, and what it actually earned after deductions and freight — in plain language, in your inbox.
Account reorders
Reminders to accounts that usually reorder on a cycle, drafted for your approval, so repeat business doesn't depend on someone remembering.
Works with QuickBooks · Xero · Ekos · OrchestratedBEER · Shopify · Excel · Google Sheets · Microsoft 365, and whatever else you run. We confirm what connects in the first conversation.
What it looks like
One retailer payment, start to finish.
A payment lands short
A retailer pays 22 invoices in one deposit, $1,840 less than expected, with a remittance listing deduction codes.
Every line is matched
Each invoice is matched, and each deduction is tied to its code — promotion, short ship, damage — and to the original order.
Invalid deductions surface
Two deductions don't line up with any promotion you agreed to. They're flagged with the evidence, ready to dispute.
Your books are current
The approved matches post to your accounting system. The deductions report shows which accounts cost you the most.
You stay in control
Your judgment stays in the loop.
Anything that touches a client or your money waits for a person to approve it. The system handles the execution. You keep the call.
Proof from related work
Built by someone who's carried it.
Untangling a single payment that covers many invoices — and explaining every dollar that's missing — is exactly the work we're doing now: AR reconciliation for an Ontario relocation management company that deals with large corporate payers, plus financial reporting automation running daily in a multi-location service business.
Behind it: twenty-five years operating real businesses — retail, construction, solar, investment funds, engineering. We've chased the receivables and signed the paycheques ourselves.
Common questions
What producers usually ask first.
Can you handle our regulatory filings?
We prepare and check the numbers so your filings start from clean data. You, or your accountant, still file. We don't take on regulatory submissions ourselves.
Do we need new production software?
No. We work with what you run — including spreadsheets, if that's where production lives today. Integration depth varies by platform, so we confirm what's possible in the audit.
We're small. Is this worth it?
The audit tells you. If the hours and the missed deductions don't add up to more than the build costs, we'll say so and you keep the report.
Other industries
Get in touch
Tell us what Tuesday looks like right now.
Twenty minutes, no pitch. We'll listen to what's eating your time. If we can help, we'll tell you how. If we can't, we'll tell you that too.
Prefer email?
dave@rootedworksco.ca