As Cashfeed optimizes administrative processes, orderBilly streamlines the ordering and payment flows within the hospitality industry. In this article we take a look at their internal mechanisms.

About OrderBilly

OrderBilly has transformed the hospitality experience with an ordering and payment platform that allows customers to easily order and pay in hospitality venues via their own smartphone, QR codes, or ordering kiosks. On their platform, customers view the menu and place their orders directly – no waiting times, no hassle. This innovative approach has enabled OrderBilly to grow rapidly, but growth also brings new challenges.

The Challenge: Invoices Everywhere and Nowhere

Like many growing companies, OrderBilly faced a fragmented invoicing process. Lore D'Hooghe, COO and responsible for structure and administration at OrderBilly, outlines the situation: "Invoices came in through various channels – different email addresses, credit card statements, supplier portals. It was a puzzle to bring everything together."

The result? Every week, at least an hour was lost collecting, sorting, and processing invoices. With larger volumes—she had previously also been COO at Foodbag, the Belgian meal box—this easily added up to half a day's work. Per week.

For a fast-growing startup like OrderBilly, this was precious time that could be better spent.

The Pain Points

So Lore began looking for a way to handle the increasing volumes of invoices smarter and everything that came with it:

• Scattered invoices across multiple email addresses and channels

• Time loss of at least an hour per week on administration

• Error-proneness due to manual entry and processing

• No overview of expenses and suppliers

• Limited scalability of the process

The Solution: Centralization and Automation

OrderBilly decided to centralize and automate their invoicing process.

The first step was creating a central mailbox. "We asked all suppliers to send their invoices to one central email address," Lore explains. "Then that was linked to Cashfeed to automatically process all invoices."

Cashfeed can now also link with multiple mailboxes.

The Results: From an Hour to Minutes

The impact was immediately noticeable. What previously easily cost an hour per week was reduced to just 15-20 minutes. A time savings of up to 75%. But also:

• Centralized overview: all invoices in one place, visible to the entire management. Also the Peppol invoices that will soon no longer end up in the mailbox. And the annoying receipts.

• Automatic processing: Cashfeed handles the repetitive work

• Error reduction: less manual entry means fewer mistakes

• Scalability: the process grows with the company

  
  

"With about 15 invoices per week, the processing process remains efficient and clear now," says Lore. "But the great thing is that the system also grows as we get more invoices. And when we need to make the full switch to the Peppol network."

Integration with Existing Systems

An important aspect of the implementation was the seamless integration with OrderBilly's existing tools. The company uses Exact Online as accounting software and KBC for banking.

"We export a file weekly from Cashfeed that we import into our KBC banking software," Lore explains. "Although direct payments from Cashfeed are not yet possible, this is on the roadmap and would further simplify the workflow."

Cashfeed does support QR payments, simply with your banking app, for companies with smaller volumes who do not work with payment runs.

Personal Touch in a Digital World

What OrderBilly particularly values about Cashfeed is the personal approach. "As a startup, we understand each other," says Lore. "The support is quick and personal. If there’s a bug or we have a question, we get an immediate answer. In the beginning, this was via WhatsApp, nowadays there's a live chat in the tool. That's very valuable."

This personal approach proves crucial for successful implementation, especially for growing companies that need quick support for questions or problems.

And Beyond?

"Cashfeed evolves very quickly. A few weeks ago we asked for a solution to make it easier for the whole team to get receipts into Cashfeed. At that time, there was no mobile application. Nowadays, all of this happens via WhatsApp – you just take a picture – and Cashfeed does the rest. A lot easier, because let’s face it, which employee wants to fill in information on site in an app?"

The traditional way of emailing invoices or even screenshots of invoices around—looking for approval from the person who possibly placed the order—is soon no longer possible. Lore is aware of that as well. "Approval now takes place in Cashfeed, but people are requested via email. They are also working on an integration with Slack. This way, we can approve, book, and prepare invoices for payment even faster."

"We are growing quickly and want to make our processes future-proof," says Lore. "The roadmap of Cashfeed aligns well with our needs."

Conclusion

For OrderBilly, the step towards automated invoicing was more than just time savings. It was about creating scalability and control in a rapidly growing company. With Cashfeed, they have not only optimized their current process but also laid the foundation for future growth.

"We are now ready for the next phase of our growth," concludes Lore. "Our invoicing process scales along, and we can focus on what we do best: helping restaurants serve their customers better."

Do you have a similar company with 10 to 50 invoices per week? Then consider the following tips:

1. Start with centralization for more overview: bring all invoices to one point – in the case of Cashfeed, both your invoices and your Peppol invoices and your receipts all stand in one place…

2. … and eliminate the need for Excel: one overview is also handy for pulling real-time analyses

3. Automate repetitive work: let software handle routine tasks

4. Think about scalability: choose systems that grow along, especially if you subscribe to them

5. Value personal support: essential, especially for growing companies

Want to optimize your invoicing process too? Discover how Cashfeed can help your company save time and avoid mistakes.