Reviewing Line Items

After the AI extracts data from your invoice, each line item needs certain fields to be complete before it can be matched to an ingredient or consumable (equipment lines skip matching entirely). This page covers how to spot and fix missing or incorrect data.

Required fields

Every line item needs the following fields for accurate price tracking and cost calculations:

Field	Description	Example
Quantity	Number of packs or units ordered	2
Pack Size	How many individual items per pack	6
Unit Size	Size of each individual item	500
Unit of Measure	The unit type (weight, volume, or count)	g, kg, ml, l, each
Unit Price	Price per pack	£12.50

info

Consumable items (supplies you use up, like cleaning products or packaging) only require Quantity, Pack Size, and Unit Price. Unit Size and Unit of Measure are not needed.

Equipment lines (reusable kit such as scissors, tongs, pans, or a mop bucket) need no measurements at all. Brikly sets them aside automatically, so they stay on the accounting bill but never enter costing or stock. See Equipment lines.

Identifying missing data

When a line item is missing required fields, you will see an amber Missing Fields alert directly on the line item. This alert tells you exactly which fields need to be filled in.

If multiple issues exist on the same line item (e.g. missing fields plus a price change), a badge showing the total issue count appears in the top-right corner.

Filling in missing fields

Click the Fill In button on the missing fields alert. A compact form appears showing only the fields that need completing - you won't need to wade through every field on the line item.

1. Enter the missing values. Each field shows a placeholder hint (e.g. "e.g., 500") and an icon to help you identify it quickly.
2. For Unit of Measure, choose from the dropdown which groups units by type:
   • Weight - g, kg, oz, lb
   • Volume - ml, l, pt, fl oz, gal
   • Count - each, pieces
3. Click Save to update the line item.

The alert disappears once all required fields are present.

tip

You can fill in some fields now and come back later for the rest. The alert will update to show only the remaining missing fields.

Editing line items in full

If you need to change fields beyond those flagged as missing - for example, correcting a description or adjusting a VAT rate - click the Edit button on the line item. This opens the full editing form with all fields:

• Product Information - description, product code, brand
• Quantities & Measurements - quantity, pack size, unit size, unit of measure
• Unit Conversions - weight per unit or volume per unit (for count-based items like "each" or "cases")
• Pricing - unit price, with auto-calculated line total
• VAT - price type (inclusive/exclusive) and VAT rate

Click Save Changes when done, or Cancel to discard your edits.

caution

Editing certain fields on a matched line item (such as changing the unit of measure or pack size) may cause the item to be unmatched. You will see a notification if this happens, and you can re-match the item afterwards.

Adding a missing line or charge

Sometimes an invoice includes a charge the extraction missed - most commonly a delivery or carriage charge printed in the totals box rather than the product table. Brikly now extracts these automatically on new invoices, but for older invoices (or anything else the extraction missed) you can add a line yourself with the Add line button above the line items.

Enter a description, the amount, and the VAT rate. There are two ways to add a line:

• As a charge (the default) - for delivery, carriage, service fees, and other non-product amounts. The line is set aside from ingredient matching and costing, but is included on the accounting bill, so the bill matches what you actually paid. Brikly also remembers the description, so the same charge is set aside automatically on future invoices.
• As a product line - untick the charge option to add a normal product line instead. It goes through the usual matching review like any extracted line.

tip

If the invoice shows a totals mismatch warning (line items adding up short of the invoice total), the warning includes an Add the missing line shortcut that opens the form prefilled with the missing amount. If you pick a VAT rate, the amount adjusts automatically so the line closes the gap exactly.

Lines cannot be added after an invoice has been submitted to your accounting platform - the bill has already been created there, so a late addition would leave the two out of step.

Price change alerts

When Brikly detects that an ingredient's price has changed compared to its last recorded price, an amber Price Change Detected alert appears on the line item. The alert shows the direction (increase or decrease) and the percentage change.

Price changes must be reviewed before the invoice can be submitted to your accounting system. Unreviewed price changes are treated as blocking issues during submission validation - confirming or dismissing the alert unblocks the line.

Brikly costs your recipes from invoices, so when the flagged line is the SKU your recipes are costed from, the invoice's price is normally already on file by the time you see the alert (the exception is an invoice older than the price already recorded, which never overwrites it). The review is your chance to check a significant move rather than a gate that holds it back: confirm it if it is right, or dismiss it and put right whatever was wrong.

Reviewing a price change

Click Review Price Change on the alert to open the review modal without leaving the invoice page. The modal shows:

• Price comparison - the previous and new prices side by side, with cost-per-unit breakdowns and dates. The comparison is always against the same supplier product (the same SKU), so you are never shown one supplier's price measured against another's.
• Pack size changes - if the pack behind the price is a different size from the one on the last recorded price, a badge shows the old and new pack so you can see you are not comparing like with like. Invoices priced in another currency get a conversion badge in the same row.
• Recipe impact - a table of every recipe that uses this ingredient, showing how the cost per portion, margin, and annual profit are affected.

Once you have reviewed the information, click Confirm Price Change to accept it. Brikly writes the invoice's price as the supplier's price on file (normally it is already there, see above), re-costs every affected recipe against it, then clears the alert and unblocks the line item for submission.

caution

Confirming applies the invoice's price to your costing. If the invoice is older than the price already on file (common when uploading historic invoices), Brikly refuses the confirm so an old price can never overwrite a newer one - dismiss the review instead, or edit the supplier price directly if the newer price is wrong.

tip

You can also click Open full review page below the button to navigate to the dedicated Price Change Review page in CostingBrik, which includes a wizard for stepping through multiple outstanding price changes.

Dismissing a price change

Not every alert is a real price change. If the comparison is not valid, or the purchase should not drive your costing, click Dismiss without applying instead. Dismissing asks you why:

• Wrong product match - the line was matched to the wrong ingredient or pack, so the comparison is not valid. You can optionally open the invoice afterwards to fix the match.
• Numbers misread from the invoice - the price or pack size was extracted incorrectly. You can optionally correct the line afterwards.
• One-off purchase - the price is real, but it should not update your costing.

Dismissing writes nothing further: it does not apply a price, and it does not undo the price already recorded when the invoice was processed. The review comes off your queue, the line is unblocked for submission, and the alert will not reappear for that line - even when the invoice is reprocessed later (for example when a discount is applied). Fixing the match or correcting the line runs the price through again with the right numbers; re-matching the line to a different ingredient starts a fresh comparison, which may be flagged again on its own merits.

When there is no sales data

The recipe impact table needs to know how many units you sell to estimate a profit impact. It uses your POS sales history where a till is connected, or the average weekly sales figure you can set on each recipe. When neither is available, Brikly falls back to your purchase history and shows an annual spend impact instead - for example, "You've bought 760 units (19 cases of 40) in the last 90 days (10 purchases). At the new price that's about £700 more per year in spend."

This figure is an estimate of added supplier spend, not lost profit - it covers everything you buy, whether or not it ends up in a sold item. It is based on your purchases of that ingredient across all suppliers over the last 90 days, and only appears when there have been at least two purchases in that window.

tip

You can switch to a true profit impact at any time. Click Set estimate on any recipe row in the impact table, enter the units you sell per week, and the review recalculates with profit figures immediately.

One-off purchases

Sometimes the price on the invoice is perfectly real but should not drive your costing: a supermarket run because the delivery was late, a pallet of short-dated stock, or a promotional price you do not expect to see again. There are two ways to handle that, depending on whether it is a one-time event or a standing arrangement.

• Just this line - dismiss the review with the reason One-off purchase. This takes the review off your queue and unblocks the line, but it does not roll back what Brikly recorded when the invoice was processed: if the line is the SKU your recipes cost from, that price is already on file. To put your costing back where it was, correct the supplier's price on the ingredient page. Dismissing tells Brikly nothing about future invoices, so the next purchase from that supplier is compared and flagged on its own merits.
• Every time, from now on - tick One-off supplier when Brikly asks you to verify that supplier for that ingredient, in the New Supplier Data modal. From then on, invoices from that supplier for that ingredient are recorded but never raise a price change review.

For full details on one-off supplier patterns, how they affect your costing, and how to manage them, see One-off Suppliers.

Cheaper than your preferred supplier

Recipe costs follow one supplier link (one SKU) per ingredient, the preferred one. When a flagged line is not the SKU your recipes cost from, and its price undercuts the SKU that is, the review says so directly, for example "Bidfood is 12.0% cheaper than Brakes. Set as preferred?", and offers two choices:

• Set as Preferred (labelled Set as Preferred Supplier on the Price Change Review page) - Bidfood becomes the supplier your recipes are costed from. Every recipe using the ingredient is re-costed, and the switch is recorded under Supplier History on the ingredient page and Supplier Switches in the Price Impact report, with what it is worth per year where Brikly can price it.
• Keep Brakes (labelled Keep Brakes as Preferred on the Price Change Review page) - the price is recorded against Bidfood's link, but your costing stays where it is.

Where the cheaper SKU comes from the same supplier as the one you cost from, for example a 1kg bag alongside the 5kg sack you normally buy, the review phrases it at SKU level and offers Keep current SKU instead.

The same choice appears on the invoice line's Price Change Detected card as Set [supplier] as preferred. A price drop from a non-preferred supplier that still leaves them dearer than your preferred one is recorded quietly and does not raise a review.

Consumable price changes

Price changes on consumables (packaging, disposables, cleaning supplies) are flagged the same way, with an amber alert on the line item showing the percentage change and the previous per-unit cost. Consumables are confirmed or dismissed directly from the alert - there is no separate review page.

Because consumables are not sold on your menu, the alert uses the purchase-based framing: how many units you have bought over the last 90 days (with pack counts where your pack size is consistent, such as "100 packs of 24") and roughly what the new price adds to your annual spend. Click Confirm Price Change to update the consumable's cost on file.

Creating consumables from line items

When reviewing line items you use up rather than cook with (packaging, cleaning supplies, disposables), you can create a new consumable directly from the review screen without leaving the invoice.

1. Click Create Consumable on the unmatched line item.
2. The name is pre-filled from the invoice line description.
3. Choose a category - or type a new category name to create one inline.
4. Set the base unit and pack details.
5. Save to create the consumable and match it to the line item in one step.

For more detail on consumable matching, see Matching Ingredients > Matching Consumables. Reusable kit is Equipment rather than a consumable, and is set aside instead of created, see Equipment lines.

Automatic measurement lookups

Before you even see the line item, Brikly may have already filled in missing pack sizes, unit sizes, and units of measure automatically - using data verified by other Brikly operators or found via web search. When this happens, you will see a small source icon on the line item and a coloured banner on the missing fields section indicating where the data came from.

For full details on how this works, see Automatic Measurement Lookups.

On supermarket receipts, which rarely print a pack size, Brikly instead suggests the likely sizes and asks you to pick one. Until you do, the line shows Needs size and waits before matching. See Size Suggestions.

What happens next

Once all required fields are present, the line item is ready for ingredient matching. Items with complete data can be matched automatically by the system or matched manually by you.