Multi Store Restaurant Operations
Bilingual operations across every location.
View case
Cafe Inventory & Accounting
Stock, recipes, costing and the books, in one suite.
The challenge
Stock, supplier invoices, recipes and the books were run across paper, spreadsheets and a separate accounting tool. Food cost drifted without anyone noticing, invoices were keyed in twice, and month-end reconciliation took days.
What we built
A connected suite that follows every ingredient from the supplier invoice, to the plate, to the profit and loss statement. Purchases update stock, recipes turn stock into true dish costs, sales and payments reconcile against the bank, and accountants approve entries before they reach the financial reports.
The AI layer
- AI assisted invoice reading turns supplier invoices into structured entries, reducing manual data entry.
- Every extracted invoice is reviewed before posting, so accountants stay in control.
How it works
The workflow, step by step.
- 01Supplier invoice arrives
- 02AI reads it into a draft
- 03Accountant approves
- 04Stock and recipe costs update
- 05Reports reconcile
Architecture
How the pieces connect.
Inputs
- Supplier invoices
- Deliveries & stock counts
- Sales & payments
- Bank statements
The system
- Stock & purchasing
- Recipe costing
- Sales & payments
- Bank reconciliation
- Financial reporting
- Accountant approvals
AI
- AI assisted invoice reading turns supplier invoices into structured entries
- Every extracted invoice is reviewed before posting
People
- Owner
- Manager
- Accountant
Outputs
- Live dish costs
- Reconciled accounts
- Financial reports
Functional architecture. Integrations and hosting are tailored to each client's environment.
Modules
Everything in one system.
01Stock & purchasing
Stock levels, supplier records and purchasing in one place.
02Recipe costing
Recipes built from ingredients, so every dish carries a real cost.
03Sales & payments
Daily sales and payment records tied to what was sold.
04Bank reconciliation
Bank lines matched to recorded payments, with exceptions surfaced.
05Financial reporting
Reports built only from approved entries.
06Accountant approvals
A control step before anything enters the financial records.
Interface preview
What your team would see.
Illustrative interface · sample data
Who uses it
Built around real roles.
Owner
Sees food cost and margins across the menu.
Manager
Records stock, purchases and daily sales.
Accountant
Approves entries and reconciles the bank.
A supplier raises the price of mascarpone. The invoice is read into a draft, the accountant approves it, and every recipe that uses mascarpone now shows its new cost. The owner sees which desserts dropped below target margin before the next order goes out.
Build your version
Start here, extend further.
Capabilities we can build on this foundation for your version of the system.
- POS integration for real-time sales and stock depletion
- Supplier price-change alerts with automatic menu margin warnings
- Demand forecasting from sales history to suggest order quantities
- Waste and variance tracking between theoretical and actual usage
- Multi-branch consolidation for growing cafe groups
Questions
What clients ask us.
Can it read our supplier invoices automatically?
Yes. AI assisted invoice reading turns invoices into draft entries, and nothing is posted until an accountant approves it.
Does it replace our accounting software?
It covers stock, costing, sales, reconciliation and reporting in one place. If you prefer to keep an existing accounting package, we can integrate with it instead.
Can you build a version of this for our business?
Yes. Every system starts with a discovery conversation about your workflow, data and goals, and we adapt the design to fit. Most engagements produce a working, testable system within a few weeks to a couple of months, depending on scope.
Can it integrate with the systems we already use?
Integration with existing tools such as ERPs, accounting packages, databases and document stores is scoped during discovery, so the system fits around how you already work.
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