Stop Wasting Hours Chasing Supplier Invoices Automate It All with Custom AI
Imagine reclaiming 15+ hours per week from manual invoice tracking, so your team can focus on perfecting recipes and scaling deliveries instead of drowning in paperwork. That's the ROI we're talking about.
Join 250+ food service businesses with streamlined operations
The "Invoice Overload" Problem
Manual data entry delays during peak delivery rushes, like entering 50+ Uber Eats invoices after a 200-order dinner shift
Supplier invoices piling up from multiple platforms like Uber Eats, DoorDash, and Grubhub, overwhelming limited back-of-house staff
Disputes over late fees eating into slim ghost kitchen margins
Tracking variable costs for fluctuating ingredient prices, like seasonal produce or meat across multiple ghost kitchen concepts
Month-end reconciliation chaos with virtual brands juggling multiple menus, from vegan bowls to keto pizzas, across shared kitchen spaces
Cash flow blind spots from unprocessed invoices during high-volume order spikes, such as weekend surges from 300+ DoorDash deliveries
Our Custom AI Invoice Automation Built Just for You
We've helped dozens of ghost kitchens turn invoice chaos into seamless efficiency, drawing from our experience building AI systems that handle the unique rhythms of delivery-only operations.
Why Choose Us
Let's be honest, running a ghost kitchen means you're laser-focused on nailing those delivery times and keeping customers raving about your virtual brands. But here's the thing: supplier invoices from ingredients to packaging don't automate themselves, and that manual grind is stealing time from what you do best. At AIQ Labs, we build a custom AI system tailored to your exact workflow—no off-the-shelf templates that force you to adapt. We integrate directly with your POS, accounting software like QuickBooks, and platforms like Toast or Square, using AI to capture, verify, and process invoices automatically. You're probably thinking, 'How does this fit my multi-concept setup?' We start by mapping your daily realities, like handling fluctuating orders from different apps, and craft a solution that saves you hours while boosting accuracy. It's like having an extra kitchen manager who never sleeps, ensuring payments are on time and costs are controlled.
What Makes Us Different:
Unlock Tangible Time and Cost Savings
Save 15-20 Hours Weekly on Admin
Save 15-20 Hours Weekly on Admin: No more sifting through stacks of digital invoices from suppliers like Sysco after a long shift prepping for the next day's deliveries. Our custom AI handles the tedium, letting your team focus on recipe tweaks or expanding to new virtual brands. One operator told us they reclaimed enough time to launch a second concept without hiring extra staff—that's real productivity boost, especially when scaling from 100 to 300 daily orders.
Achieve 3-6 Month ROI Through Efficiency Gains
Achieve 3-6 Month ROI Through Efficiency Gains: Picture this: reduced errors mean fewer overpayments to suppliers for items like fresh seafood or bulk spices, directly padding your margins in a cutthroat industry. With automated tracking, you'll spot cost trends early—like rising avocado prices—and adjust menus proactively. Clients see payback fast, often cutting AP costs by 25% while improving cash flow for scaling deliveries during peak seasons like summer festivals.
Boost Overall Operational Speed
Boost Overall Operational Speed: Invoices processed in minutes, not days, means faster month-end closes and less stress during peak seasons like holiday catering rushes. It's like streamlining your kitchen line—everything flows smoother, reducing bottlenecks and letting you handle more orders without the chaos. Your ghost kitchen runs leaner, serving up better customer experiences through reliable operations, such as ensuring timely restocks for high-demand items like plant-based alternatives.
What Clients Say
"Before AIQ, we were spending Fridays just matching invoices from our three virtual pizza brands—easily 10 hours gone sorting through DoorDash and Postmates bills. Now, it's all automated, and we've cut payment errors by half. Launched a new burger line last month without the usual admin headache, handling 150 extra orders seamlessly."
Maria Gonzalez
Operations Manager, Urban Ghost Eats
"Ghost kitchens like ours deal with unpredictable supplier bills tied to DoorDash surges, especially for rush-hour produce deliveries. Their system flags mismatches instantly, saving us about $2K a month in disputes over late fees. It's been a game-changer for keeping our cash flow steady during slow weeks when virtual brand orders drop by 40%."
Raj Patel
Founder, QuickBite Kitchens
"I was skeptical about custom AI, but after setup, invoice approvals for our multi-concept setup take under 5 minutes, even for complex ingredient requisitions. Freed up my bookkeeper for inventory forecasting on items like specialty cheeses, and we're already seeing ROI—processed 200+ invoices last quarter without overtime, boosting our margins by 8%."
Lisa Chen
Finance Lead, Phantom Flavors
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your ghost kitchen's daily grind—chat about your supplier flows, POS integrations, and pain points like multi-platform orders. No cookie-cutter assessments; this is all about your unique setup.
Custom AI Build and Integration
Our engineers craft the system from scratch, linking it to your tools like QuickBooks and delivery apps. We test rigorously to ensure it handles real scenarios, like invoice spikes during lunch rushes.
Deployment, Training, and Optimization
Go live with hands-on training for your team, then monitor and tweak based on your feedback. It's an ongoing partnership to keep things humming as your kitchen grows.
Why We're Different
What's Included
Common Questions
How does this automation handle invoices from multiple delivery platforms?
Great question—ghost kitchens often juggle Uber Eats, DoorDash, and Grubhub, each sending bills in different formats. Our custom AI is trained on your specific suppliers and platforms, extracting key details like fees and commissions automatically. It cross-references against your order data from the POS, flagging any mismatches right away. For example, if DoorDash bills for extra packaging you didn't order, it pauses approval and notifies you. This setup saves hours of manual verification, and we've seen clients reduce processing time from days to minutes. We tailor it during the discovery phase to match your exact mix of partners, ensuring nothing slips through.
What's the typical ROI timeline for ghost kitchens?
You're probably thinking about the bottom line, and rightfully so. Most of our ghost kitchen clients see ROI within 3-6 months. Take the time savings: automating invoice handling can reclaim 15-20 hours weekly, which at $25/hour labor cost adds up to $1,500+ monthly. Add in reduced errors—say, catching overpayments that average 5% of invoices—and you're looking at even more. We build in metrics tracking from the start, so you see the gains clearly. One client, running two virtual taco brands, paid for the system in four months through slashed admin costs and better cash flow for ingredient buys.
Can this integrate with my existing accounting tools?
Absolutely, and that's where our custom approach shines. Whether you're on QuickBooks, Xero, or something kitchen-specific like Restaurant365, we create deep, two-way integrations that push processed invoices directly into your ledger. No more re-entering data or dealing with export/import headaches. For ghost kitchens, this means automatic syncing of supplier costs to your inventory tracking, helping forecast for busy periods. We handle the setup, test for accuracy, and provide training so your team feels confident. It's designed to fit seamlessly, minimizing disruption to your daily ops—like prepping for the dinner rush.
How secure is the AI system for handling financial data?
Security is non-negotiable in food service, especially with tight margins and compliance needs. We build everything on enterprise-grade frameworks with end-to-end encryption, role-based access, and compliance with standards like GDPR and PCI-DSS. Your invoices are processed in a secure cloud environment we customize for you, with audit logs tracking every action. Unlike generic tools, there's no third-party data sharing—we own the build, so you control access. For ghost kitchens dealing with sensitive supplier contracts, this means peace of mind that your cost data stays protected, even during high-volume seasons.
What if my ghost kitchen scales or adds new virtual brands?
Scaling is exciting but can overwhelm manual processes—that's why our systems are built to grow with you. The AI architecture is modular, so adding a new concept like sushi alongside your BBQ line just means updating the workflow mappings, which we handle collaboratively. It automatically adapts to increased invoice volume, say from 100 to 500 monthly, without performance dips. We've supported clients who doubled their brands in a year, and the automation kept AP efficient, preventing cost overruns. It's not a rigid template; we optimize post-launch based on your real data, ensuring it supports expansion without extra hires.
Do I need technical expertise to use this?
Not at all—we design it for busy ghost kitchen teams, not tech wizards. The interface is intuitive, like a simple dashboard on your tablet or phone, where you review flagged invoices with one tap. We include tailored training sessions, walking through scenarios like approving bulk ingredient bills after a big order day. Ongoing support means any tweaks are quick, and the AI learns from your inputs to get smarter over time. Clients say it's easier than their current email chains, freeing non-finance staff to jump in without hassle.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.