Stop Wasting Hours on Invoice Chaos During Peak Rush Reclaim Your Time with Custom Automation
Imagine slashing your weekly admin time by 25 hours – that's like adding an extra staff member without the payroll hit. Our tailored systems deliver 3x faster ROI by eliminating manual entry errors that plague food service ops.
Join 150+ food service businesses streamlining ops and boosting profits
The "Invoice Overload" Problem
Manual invoice sorting after fresh produce deliveries overwhelms your back office during peak dinner prep, when you're already short-staffed on line cooks
Tracking fluctuating costs from seasonal produce vendors like tomatoes or herbs leads to surprise overages at month-end inventory close
Approvals get lost in the shuffle of shift changes, delaying payments and risking supplier relationships
Error-prone data entry from crumpled paper receipts for liquor or dairy causes discrepancies between your POS system and accounting software during rush hours
Juggling multiple supplier portals steals time from menu planning and customer service
Juggling multiple supplier portals for seafood, bakery, and cleaning supplies steals time from menu planning seasonal specials and ensuring top-notch customer service
Custom-Built Invoice Automation That Fits Your Kitchen Rhythm
We've powered invoice systems for over 50 restaurants, turning admin drudgery into seamless efficiency
Why Choose Us
Let's be honest – running a restaurant means every minute counts, especially when invoices pile up like unsorted takeout orders. At AIQ Labs, we build AI-driven automation tailored to your exact workflow, from capturing supplier bills via mobile scans to auto-approving routine purchases. No cookie-cutter software that doesn't get your high-volume, fast-paced world. We integrate directly with your POS, inventory trackers, and accounting tools, creating a unified system you own outright. You're probably thinking, 'Will this handle our quirky vendor quirks?' Absolutely – we customize for things like fluctuating seafood prices or bulk alcohol orders. The result? A smooth process that saves you hours weekly, letting you focus on what matters: delighted diners and operational flow.
What Makes Us Different:
Unlock Time Savings and ROI That Actually Stick
Save 20+ Hours Weekly on Admin
Save 20+ Hours Weekly on Admin: Imagine your manager ditching evenings matching invoices to perishable deliveries like fish or greens – our system auto-categorizes by food type and spoilage dates. Restaurants report a 40% drop in back-office hours, freeing time for staff training on new recipes or perfecting that house vinaigrette, all without extra hires.
Achieve 4x ROI in Under 6 Months
Achieve 4x ROI in Under 6 Months: Manual errors from miscounting bulk meat orders can cost thousands in overpayments or lost early-bird discounts on staples like flour. We automate validation against your menu recipes and vendor MOQs, catching issues pre-booking. One client saved $15K annually from prompt payments on produce, fueling cash for a new espresso machine or outdoor seating expansion.
Boost Efficiency with Error-Free Processing
Boost Efficiency with Error-Free Processing: Like a seamless expo station pushing out plates, our automation handles invoices from multi-location spots without hiccups, ensuring compliance with HACCP regs linked to vendor traceability for allergens. This cuts late fees on dairy deliveries and strengthens ties with local farms, turning invoice chaos into a steady rhythm that supports your daily cover goals.
What Clients Say
"Before AIQ, our team was swamped with invoice emails during shift changes, especially after lunch rushes – total chaos with seafood deliveries piling up. Now, it auto-sorts and approves based on our spend limits for proteins and veggies, saving us 15 hours a week. We caught a $2K overcharge on prime rib from our butcher last month that would've been missed. Absolute game-changer for our two bustling locations."
Maria Gonzalez
Operations Manager, Bella Italia Bistro (Italian Restaurant Chain)
"I was skeptical about custom tech for our small cafe, but they tailored it around our specialty coffee roaster invoices and Square POS integration. Daily processing time plummeted from 4 hours to just 20 minutes, especially for bean shipments. We hit ROI in three months by nailing inventory forecasts – no more overordering grounds during slow weeks."
Jamal Reed
Owner, Urban Brew Cafe (Artisan Coffee Shop)
"Handling seasonal catering bills for events like wedding receptions was a nightmare; approvals vanished amid setup chaos. Their system flags high-value invoices instantly and syncs with our catering calendar for plated meals. We've dodged $8K in late penalties this year on floral and linen add-ons, and our accountant raves about the spotless AP reports tied to event P&Ls."
Sarah Kim
General Manager, Harvest Events Catering (Full-Service Event Caterer)
Simple 3-Step Process
Discovery Call
We chat about your daily grind – from supplier deliveries to peak-hour bottlenecks – to map your unique invoice flow. No sales pitch, just understanding your world.
Custom Design & Build
Our engineers craft the AI system from scratch, integrating with your tools like Square or Toast. We test it against real scenarios, like a rush of veggie invoices.
Launch & Optimize
Go live with training for your team, then we monitor and tweak for perfection. Expect those time savings right away, with full ownership in your hands.
Why We're Different
What's Included
Common Questions
How does this handle our variable supplier pricing, like fresh fish that changes daily?
Great question – food service pricing can be as unpredictable as weather-dependent crowds. Our custom AI learns your patterns from historical data, auto-flagging variances against your standard costs or market rates. For instance, if your seafood vendor quotes higher than usual, it pauses approval and notifies you with a quick comparison. We tailor this to your menu items, integrating with inventory tools to ensure accuracy. Restaurants we've worked with see 90% fewer manual checks, saving hours weekly. It's all built around your specific vendors, not a one-size-fits-all model, so you avoid those surprise bill shocks that hit margins hard.
What's the timeline for getting this set up in our restaurant?
You're probably thinking setup sounds like another headache amid your busy ops. We keep it lean: After our initial discovery call, design and build take 4-6 weeks, depending on your workflow complexity. We start with a prototype for your top suppliers, test it live during a slow week, and roll out fully with team training. No big-bang disruptions – think of it like prepping a new dish; we iterate quickly. Post-launch, we optimize based on your feedback, ensuring it's humming by month two. Clients often report ROI within that timeframe through slashed processing hours.
Will this integrate with our existing POS and accounting software?
Absolutely, integration is our bread and butter – pun intended for food service. We connect deeply with systems like Toast, Square, or Revel for POS, and QuickBooks or Xero for accounting, creating a single flow without manual exports. For example, invoice data auto-populates your inventory costs, syncing payments to avoid double-entry errors. Our two-way APIs handle this robustly, unlike shallow links that break during updates. We've done this for spots with legacy setups, ensuring no data silos. The result? A unified view that frees your team from spreadsheet juggling, directly boosting efficiency.
How secure is this for handling sensitive supplier payment info?
Security is non-negotiable in food service, where a breach could sour more than just the sauce. We build with enterprise-grade encryption, compliant with PCI and GDPR standards, storing data only as needed for your workflows. Access is role-based – managers approve, owners oversee – with audit logs for every action. Think of it like a locked walk-in cooler: only authorized eyes in. We conduct regular penetration tests and offer SOC 2 compliance if required. Clients in regulated catering love this peace of mind, as it prevents costly leaks while keeping processes speedy.
Can we scale this if we open another location?
Scaling is baked in – we design for growth, unlike rigid templates that buckle under expansion. Our systems support multi-site dashboards, centralizing invoices from all spots while allowing local tweaks, like region-specific vendors. For a client adding a second diner, we extended their setup in just two weeks, handling separate deliveries without rework. It auto-aggregates costs across locations for better negotiating power with suppliers. You're investing in a flexible asset that grows with you, saving time and avoiding the 'start over' trap many face.
What kind of support do you provide after launch?
We're in it for the long haul, not a one-and-done. Post-launch, you get dedicated support for the first three months, including weekly check-ins to refine based on your real usage – say, adjusting for holiday invoice surges. Our portal offers self-serve resources, but our team is a call away for tweaks. It's like having an extra sous chef for your tech: proactive monitoring catches issues before they simmer. Long-term, we provide updates and scaling help at fixed rates. This ongoing partnership ensures sustained savings, with clients reporting consistent 20+ hour weekly gains year over year.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.