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Revenue reconciliationNew

RRRP

Every restaurant. Every channel. Every cent — reconciled.

RRRP, the Restaurant Revenue & Reconciliation Portal, reconciles the cash-up of every store, every day, against what was captured in Xero. Each store's daily takings invoice in Xero is compared with the store's cash-up email and the delivery and cash-collection portals, channel by channel.

Finance resolves each difference, posts it to the right GL account and approves the day. RRRP then amends the draft invoice in Xero so the books match the recon, and every change is written to the audit log with the user and the time.

RRRP is available to any restaurant business, from independent restaurants to franchise groups.

For independent restaurants and franchise groups that keep their books in Xero and want every store's takings reconciled across delivery, card and cash channels each day.

Product showcase

RRRP in action

Full product showcase, filmed on demo data — title cards, live app footage, chapter captions and music. Sign-in and roles, connecting and syncing with Xero, the daily recon, Mr D portal figures, sync to Xero, bank statements, imports, commissions, portal stores, insights and export, then usage, store sync and audit.

Core pillars

  • Daily recon

    Xero, cash-up email and portal amounts side by side for every store and channel. Differences are flagged and caught to the cent.

  • Xero, both ways

    Draft takings invoices and supplier bills come in from Xero. Reconciled figures go back as line-by-line amendments to the draft invoice.

  • Imports

    Purchase reports, Mr D statements, Capitec PDF bank statements, petty cash reports and legacy Excel recon workbooks — without double capture.

  • Control & audit

    Per-person roles, an Approved or Query status on every store-day, and an audit log of who changed what, and when.

Capability map

Full functionality

Every major area of RRRP, from the Xero connection and the daily recon through imports and commissions to Xero sync, insights and audit.

  • Xero connection & sync in

    Connect once to the Xero organisation, then bring each store's draft takings invoice into the daily recon, line by line.

    • Card, cash, Uber Eats and Mr D lines land on the store's recon for the invoice date
    • Supplier bills come in as purchases (GRVs) at the same time
    • Users with the Integrations role can approve a draft so it is authorised in Xero
    • Xero's batch calls are used wherever Xero offers them, so a search across many invoices uses as few calls as possible

  • Daily reconciliation

    A business-date grid of every store, with the Xero, email and portal amounts for each channel and a status that shows which source disagrees.

    • Statuses name the odd one out: portals, email, Xero, or all three
    • Each difference becomes a variance line, posted to the Xero GL account you choose
    • A source can be marked missing, such as no cash-up email, instead of being recorded as zero
    • Notes, Approved or Query status, and the full entry history for every store-day

  • Petty cash

    Import a store's Petty Cash Report PDF onto the day's recon and give every payout a GL account.

    • Only that business day's rows are imported, and importing the same PDF twice adds nothing
    • Monthly petty cash reports import from the Imports tab
    • A single petty cash line from Xero shows whether the breakdown matches it, or is under or over

  • Mr D portal figures

    Import Mr D transaction reports (CSV) to fill in each store's Mr D portal figure on the recon.

    • Portal figures sit beside Xero and the cash-up email for the same day
    • Refunds show up as differences, so they are seen and explained

  • Sync to Xero

    For a chosen day, RRRP reads that day's invoices from Xero in bulk, lists every store whose recon differs, and shows each line it will edit or add.

    • Each row shows the amount in the app, on the invoice and to be sent
    • Unreconciled or blocked rows hold the whole invoice, with the reason shown
    • One click amends the draft invoice in Xero, after re-reading it to check nothing has changed
    • New lines carry the store's Xero tracking option

  • Bank statements

    Capitec PDF bank statements are read and checked against Xero.

    • Statement lines show as matched or not in Xero
    • The PDF is read directly, with nothing to retype

  • Purchases (GRVs)

    Import a store's Purchases By Supplier report (PDF) as GRVs, with a preview before anything is saved.

    • Store and totals checks catch a report for the wrong store or one that doesn't add up
    • Each GRV is marked New, Duplicate or Differs, so nothing is captured twice
    • Misspelled supplier names are matched automatically, or linked once and remembered

  • Legacy recon workbooks

    Bring existing Excel recon workbooks in a month at a time.

    • Each day sheet is read by its date
    • Entries already captured for the same store and date are updated, not duplicated
    • A summary shows the days processed, entries and any warnings

  • Mr D commissions

    Import the Mr D statement workbook and match each sheet to its store.

    • Commission, recoveries and payments per store, down to each order
    • Sheet-to-store choices are remembered for the next upload
    • Re-importing skips references already captured
    • Export a Mr D commissions journal for Xero as a CSV file

  • Portal stores

    Combine extra portal logins, such as a separate kiosk, into one store in the app.

    • Granted through its own PortalStores role

  • Insights & export

    Cash-up control reports, live from the daily recon.

    • Drill down by franchise, store and channel
    • See why queries are still open, with an outstanding task list that opens each day's recon
    • Petty cash, purchases and Mr D commission pages
    • Export to Excel as data only, or with charts

  • Administration

    Users, roles, stores, brands, GL accounts, suppliers and configuration in one place.

    • Store sync reads Xero contacts to add, rename and inactivate stores
    • Merge or split supplier names, with possible duplicates flagged
    • A Xero usage gauge tracks calls against Xero's 5,000-a-day and 60-a-minute limits, without using a call

  • Sign-in & access control

    Named user accounts with per-person roles. Each person sees only the tabs their roles allow.

    • Passwords are hashed at rest, and temporary passwords must be changed at first sign-in
    • Accounts can be disabled without deleting the user
    • Desktop clients never hold database credentials, only the server address
    • Desktop updates are checked at sign-in, verified (SHA-256) and installed before the user continues

  • Audit trail

    Every change in the application is written to the audit log with the user and the time.

    • Before and after values for every changed field
    • Search the log and open any entry
    • Every recon save also appears in that entry's history

Roles

Who uses the portal

Everyone signs in with their own account, and roles are granted per person. The Xero-facing and commission roles are granted separately: Admin alone does not include them.

  • Admin

    Set-up and users

    Manage users, stores, brands, GL accounts and suppliers; work the daily recon, imports and insights; sync stores from Xero and disconnect Xero.

  • FinanceRecon

    Daily recon

    Capture and approve the daily recon; import purchases, recon workbooks and petty cash; bring Xero invoices and bills into the recon; view and export reports.

  • Integrations

    Connections

    Approve draft invoices so they are authorised in Xero.

  • SyncToXero

    Xero Sync

    Check a day and apply the reconciled amounts to the stores' draft invoices in Xero.

  • Commissions

    Mr D commissions

    Import and view Mr D commissions and payments.

  • PortalStores

    Portal stores

    Combine extra portal logins into one store in the app.

How it runs

From Xero to approved, and back

  1. 01 · Connections

    Search Xero for the day, tick each store's takings invoice and bring its figures into the daily recon, with bills as purchases.

  2. 02 · Reconciliation

    Check the Xero, email and portal amounts per store and channel, post differences to GL accounts, add notes and set the day to Approved or Query.

  3. 03 · Imports

    Upload purchase reports, Mr D statements, petty cash reports and recon workbooks. Anything already captured is skipped.

  4. 04 · Xero Sync

    For the chosen day, review every line RRRP will edit or add, then amend each store's draft invoice in Xero.

Stack

Built on

Desktop
Windows desktop app (WPF) for the recon grid, imports, insights and administration
API
ASP.NET Core headless Web API on .NET 10, with JWT sign-in and role-based access
Database
SQL Server through EF Core, hosted on-premises on the group's own server
Integrations
Xero (OAuth, batch calls), PDF, CSV and Excel imports, Excel and Xero journal export
Delivery
Windows installer, with desktop updates checked at sign-in and verified before install
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