What arrives becomes your books.
What sells comes off the shelf.
What you bought, what's actually on the shelf right now, and what it cost you — most tools keep those three apart. Here, they're one connected system.
See how it connects
Every supply, what's left, and the level that raises an alert.
A café doesn't run out of one thing. It runs out of milk before it runs out of cups, and finds out from a customer before it finds out from a spreadsheet.
Inventory here isn't a count somebody remembers to update. It's the same record a delivery gets written into, the same one a sale takes from, and the same one your books are built from.
Not a tracker you have to check. A system that already knows.
01 / Back room and shelf
Two stocks, not one.
What's in the back and what's on the shelf are tracked separately, on purpose.
The back is your supplies — bags of beans, cases of milk, boxes of cups — counted in whatever unit you buy them in. The shelf is a specific menu item's own count of how many are actually ready to sell right now.
A shop can hold ten kilograms of beans in the back and still choose to only put two kilograms' worth of today's roast out for sale — the rest stays exactly where it is until it's needed.
02 / Real, not assumed
Selling takes it off the shelf — the moment it actually leaves.
The count only moves when an order is actually handed over, not when it's placed and not when it's paid for.
An order can exist before a card is charged, and can be abandoned or declined — counting it against your shelf that early would blame you for stock you never really lost.
One moment. One function. Every time.
Every way an order gets handed over — the live counter queue, an overnight Midnight Club pickup, the Service Dashboard — goes through the exact same moment of fulfilment, so this can never be skipped or double-counted by one of them.
It floors at zero rather than ever showing a negative number, a refund never manufactures stock back onto the shelf, and a practice order run through Simulation Checkout never touches it at all.
03 / From the back room, on purpose
Moving stock from the back room to the shelf, safely.
Replenishing the shelf from your own back stock is one deliberate action, not two separate numbers you update and hope agree.
It's locked for the moment it happens, so two staff replenishing the same item at once can't both spend the same bag of beans.
It refuses outright if there isn't actually enough in the back to cover it — you can't put out more than you truly have.
An alert exactly when it's needed, and only then.
The moment a sale crosses the threshold you set for an item — not before, and not again on every sale after — a real-time alert names the exact item and how many are left.
Restock that same item back above your own line, and the alert clears itself. Nobody has to remember to dismiss it.
04 / Ordered, received, damaged — three numbers
Every delivery, reconciled, not just logged.
Receiving an order records what was ordered, what actually arrived, and what showed up damaged — as three different numbers, because they're rarely the same one.
Unit cost, tax, a photo of the receipt or invoice, whether it's been reconciled — it's one entry, not a delivery slip you have to remember to go enter somewhere else later.
That one action is also what adds the stock, writes the audit trail, and books the expense — a single atomic step, not three chores in three places that could quietly disagree.
When a delivery falls short, that's money, not just a note.
Damaged goods or a short delivery isn't just something you remember about a vendor.
It's logged as a supplier credit, tied to the exact delivery it came from, and it nets directly against what that delivery cost you — so a vendor's mistake never quietly inflates your real cost of goods.
Written as it happens
Your books, written as it happens.
A received delivery becomes a categorized expense the moment it's logged — not a receipt in a shoebox waiting to become one.
It's the same financial record your other reporting already draws from, so inventory spend was never a separate ledger to reconcile against the rest of your business.
Recommended devices
Count it where
it's kept.
Inventory works on whatever's to hand, so stock gets recorded where it is — at the counter, the delivery door or the desk — not remembered and typed in later.
The counter iPadDuring the shift
Managers open Inventory from the Service Dashboard: record what's taken out of the back, and see what's running low, without leaving the counter.
iPad, 11-inch or larger · iPadOS 16 or later
Your phoneAt the delivery door
Receive a delivery as it comes in — what arrived and what was damaged — and photograph the receipt from the same form. Or give the photo to Rose, and she prepares the delivery for you to check.
Any current iPhone or Android phone, in the browser
A laptop or desktopSetting up
Adding supplies, alert levels and vendors is quickest with a keyboard, in the Admin dashboard.
A current version of Chrome, Safari or Edge
Thought through, underneath
One ledger.
No guessing.
The principles behind the numbers.
Every change, in one place, attributed.
A delivery arriving, stock moving to the shelf, a sale, a correction, recorded waste — every single one lands in the same audit trail: what changed, by how much, why, and who did it, down to "System" for the ones nobody had to touch by hand.
Only an owner or manager can adjust stock or receive a delivery directly — the same role boundary the rest of your dashboard already respects.
If you run more than one connected location, the menu item can be the same across them — the stock behind it never is. Each location keeps its own shelf, its own back room, its own numbers.
What this isn't.
This isn't a recipe calculator that guesses how much milk and coffee a latte used and quietly deducts it. Stock is tracked at the level you actually count in — a bag, a case, a finished item — and moved on purpose, not computed from an assumption.
It also isn't a gate that stops a customer from ordering something that's run out. Running low is a signal for your team; deciding whether to take an item off the storefront is still yours to make.
Yours to shape.
What arrives, accounted for.
What sells, taken off the shelf.
What you track, what counts as low, and how tightly you reconcile a delivery are entirely your call — a shop that wants none of this can ignore every part of it.
If there's a way you'd want inventory to work that isn't here yet, tell us.