Cafe Inventory & Accounting
Stock, recipes, costing and the books, in one suite.
View case
Multi Store Restaurant Operations
Bilingual operations across every location.
The challenge
Each location counted stock, approved purchases and recorded sales its own way, often on handwritten bills, while head office pieced together costs and performance across two languages.
What we built
A bilingual English and Japanese operations platform that standardises the daily cycle across every store: inventory counts, purchase approvals, supplier bills, recipe costing and sales reporting. Access is scoped to each store's staff, and head office sees every location in one consistent view.
The AI layer
- Optional handwriting recognition converts handwritten sales bills into editable drafts.
- Staff verify every draft before it is saved, keeping a human in the loop.
How it works
The workflow, step by step.
- 01Store counts stock
- 02Purchase request approved
- 03Supplier bill recorded
- 04Sales captured from bills
- 05Head office reports
Architecture
How the pieces connect.
Inputs
- Daily stock counts
- Purchase requests
- Supplier bills
- Handwritten sales bills
The system
- Daily inventory counts
- Purchase approvals
- Supplier bills
- Recipe costing
- Sales reporting
- Store-scoped access
AI
- Optional handwriting recognition converts handwritten sales bills into editable drafts
- Staff verify every draft before it is saved
People
- Store staff
- Store manager
- Head office
Outputs
- Store and group sales
- Recipe costs
- Approved purchasing
Functional architecture. Integrations and hosting are tailored to each client's environment.
Modules
Everything in one system.
01Daily inventory counts
Structured counts per store that feed stock positions.
02Purchase approvals
Requests approved before orders reach suppliers.
03Supplier bills
Bills recorded against purchases for cost control.
04Recipe costing
Shared recipe costs for consistent margins across stores.
05Sales reporting
Store-level and group-level sales in one view.
06Store-scoped access
Staff see and act only on their own store's data.
Interface preview
What your team would see.
Illustrative interface · sample data
Who uses it
Built around real roles.
Store staff
Count stock, request purchases and record sales.
Store manager
Approves purchases for their store.
Head office
Compares every location in one view.
At closing, a store manager photographs the handwritten sales bills. The system drafts them, staff confirm the figures, and by morning head office sees every location's sales and food cost side by side, in English or Japanese.
Build your version
Start here, extend further.
Capabilities we can build on this foundation for your version of the system.
- Cross-store stock transfers and central kitchen ordering
- Labour scheduling linked to forecast covers
- Food-cost variance alerts per store
- Supplier price benchmarking across locations
- Menu engineering combining sales mix and margin
Questions
What clients ask us.
Does it work in both English and Japanese?
Yes. The interface is bilingual, so head office and store teams can each work in their own language.
Can each store see only its own data?
Yes. Access is scoped to each store, while head office sees the group view.
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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