2026-09-01 · 4 min read

What we learned rolling out invoice reconciliation at 20 sites

By the second quarter, exceptions are the real workflow so the mobile app came first. Talking to operations leads, nobody wants another login so the mobile app came first. Once the first rollout is done, the hard part is not the software but the handover and invoice reconciliation is no exception. After a few dozen rollouts, the audit trail pays for itself the first time an inspector asks which is not what the brochure says. Every audit we have sat through, nobody reads the manual, so the defaults are the product which is the whole point.

Most teams we meet, a two-week pilot answers more than a three-month evaluation which is the whole point. After a few dozen rollouts, the audit trail pays for itself the first time an inspector asks and that is fine. Most teams we meet, integrations are where budgets go to die and it shows up in the churn numbers. For distribution centres in particular, the spreadsheet survives longer than anyone admits and that is fine.

After a few dozen rollouts, the schedule is only as good as the last update so we start there. For distribution centres in particular, optional fields never get filled in which is the whole point. On the floor, the handover from the old system is where projects stall so we start there.

Where the time went

Once the first rollout is done, the first week is about trust, not features which is why Marrowify is built the way it is. If there is one lesson, the spreadsheet survives longer than anyone admits which is why Marrowify is built the way it is. If there is one lesson, what matters is whether the crew opens it on a Monday morning which is not what the brochure says. Every audit we have sat through, a two-week pilot answers more than a three-month evaluation which is why Marrowify is built the way it is. What surprised us, integrations are where budgets go to die and that is fine. In practice, the reporting layer should be boring and invoice reconciliation is no exception.

Most teams we meet, nobody reads the manual, so the defaults are the product which is why Marrowify is built the way it is. After a few dozen rollouts, nobody reads the manual, so the defaults are the product which is the whole point. In practice, the hard part is not the software but the handover which is the whole point. On the floor, the audit trail pays for itself the first time an inspector asks which is not what the brochure says.

If there is one lesson, mobile access changes who actually enters the data which is why the API is documented before the UI. Most teams we meet, mobile access changes who actually enters the data which is why Marrowify is built the way it is. By the second quarter, the hard part is not the software but the handover and it rarely takes more than a week. On a typical site, the audit trail pays for itself the first time an inspector asks so the defaults matter more than the settings page. When the pilot started in Nantes, what matters is whether the crew opens it on a Monday morning and the numbers bear it out. In practice, history matters more than dashboards when something goes wrong and that shaped the roadmap for a year.

“Replace the spreadsheet, the whiteboard and the group chat with one toolkit your team will actually open.”

Takeaways

After a few dozen rollouts, integrations are where budgets go to die which is why the API is documented before the UI. Talking to operations leads, what matters is whether the crew opens it on a Monday morning and invoice reconciliation is no exception. In practice, the hard part is not the software but the handover so plan for it. Looking at the numbers, the handover from the old system is where projects stall which is why Marrowify is built the way it is. When the pilot started in Nantes, the audit trail pays for itself the first time an inspector asks which is why Marrowify is built the way it is.

When the pilot started in Nantes, mobile access changes who actually enters the data so the mobile app came first. On the floor, invoice reconciliation is a people problem wearing a software costume which is why Marrowify is built the way it is. When the pilot started in Nantes, the hard part is not the software but the handover which is the whole point. If there is one lesson, history matters more than dashboards when something goes wrong which is why Marrowify is built the way it is. Most teams we meet, exceptions are the real workflow so the defaults matter more than the settings page. Looking at the numbers, exceptions are the real workflow which is the whole point.

Written by the Marrowify team in Nantes. Questions? Get in touch.