What Is an AP Integration?

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Managing orders for food, supplies, and services is no small feat. Especially if you’re in charge of ordering for a major hospitality brand or multiple operations. Transferring to an AP Integration strategy simplifies and improves the process. What is an AP Integration? It’s the process of connecting your ordering platform with your accounts payable (AP) system.


This strategy means that invoices are automatically sent to your accounting system electronically. There’s no need to use valuable resources on manual invoice entry. Every property and venue type can benefit. Plus, the enhanced invoice visibility can help you avoid data entry errors, fraudulent invoices, and many other issues.


Read on to learn how you can integrate your ordering and accounts payable systems.



Invoice Management Made Easy

Hospitality management companies have their own unique set of challenges. This is especially true if your goal is to continue growing. Changing scale means changing invoice management needs. In some situations, that translates to a rush to hire new employees every time you acquire new properties. An AP Integration system can negate that need by eliminating steps in the process.


For example, when using AP Integration through the Procure-to-Pay system, OneSource, the process follows these steps:


  • You’ll create a purchase order within the OneSource system

  • Any necessary approvals will be handled

  • Your ordered supplies will be shipped to your locations anywhere across the country

  • Receiving completes the three-way match process of comparing ordered, shipped, and received quantities

  • Invoices will automatically be sent to your internal accounting system, with no extra labor from you


You’ll get all the accounting information you need with less labor. The result is lower direct costs.

3 Keys to Choosing an eProcurement System

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Now that you’ve decided that you want to explore an AP integration, you’ll need to choose an eProcurement system that offers it. When assessing the options, you’ll want to look for a Procure-to-Pay system that:



  1. Is already integrated with other accounting systems. This saves you time and stress during setup.
  2. Has a responsive support staff. This can come in handy if you experience issues or have questions.
  3. Allows you to input orders from all your vendors. Using different systems for different suppliers is a waste of time and resources.


Foodbuy Hospitality Members automatically can choose OneSource as their Procure-to-Pay system. OneSource checks all the above boxes, with integrations to many accounting systems, a full support staff, and input capabilities for all vendors – even if you aren’t buying through one of your Foodbuy Hospitality programs. Everything from third-party services to one-time costs can be logged for simplicity.


Get Started Through OneSource


For Foodbuy Hospitality Members, AP Integration is easy. First, you’ll want to make sure that you’re signed up for OneSource. From there, it’s a phased approach, starting with making sure that all your locations order through OneSource. Then, integration begins. This process can take 60 to 90 days to complete.


Once you’re fully set up, you can reap the benefits of using a single system to process everything. This not only saves time and labor but makes monitoring payments easier. That could mean avoiding late payments and even taking advantage of early payment discounts. Ask a Foodbuy Hospitality team member about OneSource and AP Integration today to get started.

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