Managing invoices is one of those behind-the-scenes jobs that every service station operator deals with, but few enjoy. Sifting through pages of supplier invoices, matching product codes, and manually entering data into your POS system isn’t just time-consuming. It also opens the door to missed cost changes, pricing errors, and forgotten retail updates.
That’s where Instant Invoice, a feature from Beacon, is making a real difference.
We spoke with Megan Oakley from Beacon about how this technology is helping streamline back-office tasks for independent service station operators, freeing them up to focus on running their sites.
What is Instant Invoice?
Instant Invoice is an automated tool within the Beacon platform that imports supplier invoices directly into the system. It was developed in partnership with Accounts Flow, a specialist in PDF invoice processing.
Rather than spending an hour entering line-by-line pricing from a multi-page invoice, operators can now upload a PDF and have the complete invoice data appear in Beacon in a matter of minutes.
“A four-page invoice that used to take an hour to process manually now takes five minutes,” Megan explains. “Once it’s set up, it’s as simple as pressing a button.”
Why It’s Accurate (and Worth Trusting)
One of the key benefits of the Accounts Flow integration is the lack of human intervention. While some systems still rely on manual checks behind the scenes (which can be slow and inconsistent), this tool uses intelligent software that accurately reads and translates invoice data, even when the formats vary significantly.
“We chose the most accurate system we could find,” Megan says. “Some options required human intervention in 60–70% of cases. That’s not efficient. This system is smart; it can even interpret things like newspaper returns or complex multi-line summaries.”
Set-Up: A Bit of Work for a Big Payoff
Like many systems, there’s a little groundwork involved in the setup. The biggest hurdle for many is ensuring their supplier catalogues in Beacon are up to date.
Suppliers often use unique internal codes rather than standard barcodes, which means these need to be matched in Beacon. Once this is done for one site, the same mapping can be replicated across a multi-site network.
“It can take a bit of effort up front,” Megan says, “but once your stock file is sorted, it’s a game changer. Multi-site operators especially will see big efficiency gains.”
Why It Matters for Profit Margins
For stations not regularly processing supplier tax invoices in Beacon, small pricing changes can slip through the cracks. Beacon’s Instant Invoice feature isn’t just about saving time, it helps operators stay on top of pricing changes.
If the price of a carton of Coke Zero increases by $1, for instance, Beacon will flag this and prompt the operator to consider updating the retail price.
“Many sites think they’re maintaining their margins,” Megan says, “but if they’re not entering invoices properly, there’s nothing telling them that prices have gone up.”
The result? Profit margins erode slowly over time without operators even realising.
Integration and User Experience
Instant Invoice works seamlessly with Beacon and can also pass on Supplier Transaction details through to your ERP, including MYOB or XERO, or Industry Specific ERPs like Octane or Office Companion.
The system forwards PDF invoices, not scanned copies, to ensure accurate data recognition.
Each user gets access to an Accounts Flow portal, where all past invoices are stored and easily searchable. Multi-site operators can view invoices by site, and custom user permissions allow head office or store-level access as needed.
What’s Next: Even More Automation on the Horizon
Beacon is already exploring the next evolution of Instant Invoice, processing non-stock invoices like electricity bills, insurance, and telco expenses.
“We’ve had a lot of requests to go beyond stock,” Megan says. “We’re now working with Accounts Flow to see what’s possible. We want to get people out of the back office and back on the floor with their teams.”
Continuous Improvement and Customer-Driven Development
Megan says customer feedback has played a major role in how Beacon has improved Instant Invoice and the wider POS system.
“We made a conscious shift a few years ago. We don’t work in service stations every day, so why should we assume we know better? Instead, we listen closely to what our customers actually need.”
Unlike many other POS Systems, Beacon includes ongoing development and feature upgrades in its subscription.
With a full-time development team constantly improving the platform, Beacon is proving that your monthly fee goes beyond support; it’s an investment in keeping your technology sharp, relevant, and efficient.
Final Thoughts
For independent service stations looking to streamline operations, reduce errors, and stay in control of margins, Beacon’s Instant Invoice delivers real value. It won’t replace all your admin tasks overnight, but it will transform a time-consuming and painful job into a fast, accurate, and reliable process.
Whether you’re running a single site or managing a group of stores, this is a feature worth exploring, especially as Beacon continues to expand what’s possible.
“The goal is to automate more, so owners can get out of the back office and focus on the business,” Megan says. “That’s what we’re working towards every day.”
For the latest retailer news and information, check out the ServoPro website or to speak to us about how we can help your business contact us.