SupplyNote

Open your prep list, not a spreadsheet. Start each shift by checking live stock across all outlets, then build a requisition straight from on-hand counts or recipe-level needs. Kitchen leads add items in bulk using saved templates (e.g., bakery, bar, grill), attach notes or specs, and send for approval. Managers review quantities, compare supplier catalogs and prices, and approve in one pass. Confirmed requests convert to purchase orders automatically, with delivery windows and drop-off instructions included. Vendors receive digital POs, acknowledge ETAs, and you track status in real time—no phone tag, no paper slips.

When a truck arrives, receivers open the order on a tablet, record actual quantities, capture photos, and mark quality issues. The system reconciles receipts against the PO and invoice (3-way and 5-way matching), flags short or over deliveries, and drafts debit notes for discrepancies. Price variances trigger alerts before invoices hit accounting. For multi-location teams, a central board shows all inbound shipments, overdue receipts, and vendor performance metrics. As items are received, stock updates instantly by unit and pack size, so kitchen counts, production plans, and par levels stay accurate.

Forecasting is built into the daily flow. Connect POS sales to consumption and let the platform suggest what to buy, when, and from whom. Auto-built carts pre-fill quantities based on depletion, lead times, minimum order quantities, and current promotions. If a preferred SKU is unavailable, see approved substitutes with cost and yield impact. Map recipes to ingredients to understand true plate cost, and log waste to refine future par levels. Schedule rolling counts for fast-moving items, set reorder thresholds by outlet, and get nudges before you risk a stockout or tie up cash in slow movers.

Finance stays in lockstep with operations. Set budgets by category, location, or supplier; monitor spend against targets; and export standard or ad hoc reports for leadership. Route approvals by role and amount with a complete audit trail. Store contracts, track renewal dates, and keep supplier documents in one place. Invoices can be paid through connected gateways, and ledgers sync with your accounting stack so payables stay clean. Integrations with third-party tools pull in files and push out summaries, keeping your ecosystem aligned. From day-to-day ordering to month-end close, every action is logged, searchable, and ready for audit.