Stop Wasting Hours on Invoice Chaos Reclaim Your Time for What Matters—Great Coffee and Happy Customers
Imagine saving 15+ hours per week on manual invoicing, cutting costs by 30%, and boosting your team's focus on brewing the perfect cup instead of paperwork.
Join 200+ businesses with streamlined operations and real ROI
The "Invoice Overload" Problem
Endless supplier invoices for coffee beans and pastries piling up during morning prep, delaying opening by 30 minutes
Manual data entry errors on coffee bean orders spiking costs by 10-15% due to misentered quantities or prices
Delayed approvals for milk and syrup restocks halting operations mid-shift, leading to 20% more customer complaints during peak hours
Month-end reconciliation eating into family time after closing
Lost invoices from busy baristas scrambling during lunch rushes, causing missed deliveries of fresh baked goods
Overpaying vendors due to untracked volume discounts on bulk pastry and produce deliveries, averaging $300 extra per month
Our Custom AI Invoice Automation – Built Just for Your Coffee Shop
We've helped dozens of food service spots like yours ditch the drudgery, drawing from our experience building scalable systems for high-volume operations.
Why Choose Us
Let's be honest, running a coffee shop means juggling a million little things—from steaming lattes to managing supplier bills. Here's the thing: our AI-powered invoice automation is custom-built to fit your exact workflow. We integrate seamlessly with your POS system and accounting software, using AI to scan, extract, and route invoices for approval in real-time. No more digging through stacks of paper while your line builds up. You're probably thinking, 'Will this work for my small team?' Absolutely—we tailor it to handle everything from daily milk deliveries to monthly equipment leases, ensuring every step aligns with your shop's rhythm.
What Makes Us Different:
Unlock Time Savings and ROI That Powers Your Shop's Growth
Save 15+ Hours Weekly on Manual Tasks
Save 15+ Hours Weekly on Manual Tasks: Picture this: instead of your barista spending closing time keying in supplier charges for daily dairy and syrup deliveries, our system auto-processes them in seconds. That's <span class="gradient">15 hours back per week</span> for training staff on latte art or chatting with regulars—time that directly cuts overtime costs by 20% and boosts staff morale in your bustling cafe.
Achieve 3x ROI in the First Year
Achieve 3x ROI in the First Year: You're probably thinking about the costs—fair enough. But with reduced errors in tracking bulk coffee and pastry orders, plus faster payments to suppliers, you'll see a <span class="gradient">300% ROI</span> within six months. One cafe we worked with cut overpayments by $2,000 annually on coffee bean invoices alone, freeing up budget for seasonal menu expansions without adding staff.
Streamline Operations for Peak Efficiency
Streamline Operations for Peak Efficiency: Manual invoicing is like a clogged espresso machine—everything slows down during lunch rushes. Our custom solution speeds up your workflow by auto-matching invoices to POS sales data, reducing month-end close from a full day to under an hour. This lets you handle high-volume shifts smoothly, improving table turnover by 15% and freeing cash flow for sourcing premium local ingredients.
What Clients Say
""Before AIQ Labs, we'd lose track of half our Torani syrup and oat milk invoices during busy weeks, costing us about $500 extra a month in duplicate payments and rushed reorders. Now, everything auto-sorts and approves on my phone—saved us 10 hours weekly on top of our 50-hour shifts, and our accountant says errors are down 80%. It's a game-changer for keeping the espresso flowing without interruptions.""
Maria Gonzalez
Owner, Brew Haven Coffee Shop in Seattle
""I was drowning in paperwork after expanding to two locations with daily fresh pastry deliveries. Their custom automation integrated with our Square POS overnight, handling 50+ invoices a week for beans, milks, and baked goods without a hitch. Cut our processing time from 20 hours to 4, and we're actually catching 5% vendor discounts we missed before—added $1,200 back to our pockets last quarter for hiring a part-time barista.""
Jamal Patel
General Manager, Urban Grind Cafes (Two Locations in Chicago)
""As a solo operator in a neighborhood spot, month-end reconciliation for supplier bills on coffee, teas, and seasonal syrups was killing me—took two full evenings after 12-hour days. AIQ built this just for my workflow, pulling data from emails and QuickBooks to auto-reconcile against my Toast POS. Now it's done in 30 minutes, and I've got more time for local farmers' market sourcing. ROI hit in three months with $800 in recovered discounts; couldn't recommend more.""
Sarah Kim
Founder and Head Barista, Morning Mug Coffeehouse in Portland
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your coffee shop's daily grind—chat about your supplier flows, POS setup, and pain points like rush-hour billing distractions. This ensures our build matches your exact needs, from bean deliveries to equipment repairs.
Custom AI Design and Integration
Our team crafts the automation from scratch, linking your systems with deep APIs. We test it against real scenarios, like auto-approving milk invoices during prep, so it feels like an extension of your team—not a clunky add-on.
Launch, Training, and Optimization
Go live with hands-on training for your staff. We monitor the first month, tweaking for things like seasonal pastry surges, to guarantee seamless efficiency and that quick ROI you're after.
Why We're Different
What's Included
Common Questions
How does this automation handle the irregular invoices from local roasters?
Great question—coffee shop invoices often vary with custom blends or seasonal pricing. Our custom AI is trained on your specific suppliers, extracting details like roast types and quantities with high accuracy. We map it to your workflow, auto-flagging anomalies for quick review. One client saw their error rate drop from 15% to under 2%, saving hundreds on misplaced orders. It's all built to your shop's rhythm, integrating directly with your accounting to keep things smooth without manual tweaks.
Will this work with my existing POS and accounting software?
Absolutely, we're all about seamless fits. Whether you're on Square, Toast, or QuickBooks, we create deep, custom integrations that pull invoice data in real-time. No more copy-pasting numbers during closing. For a small chain we helped, this cut integration headaches entirely, syncing payments automatically. We start with a quick audit of your setup to ensure everything flows—think of it as custom plumbing for your operational pipes, reliable and leak-free.
What's the setup time, and how much does it really save in the first month?
Setup takes about 2-4 weeks, depending on your complexity—we map your processes first to avoid disruptions. On savings, expect 10-15 hours freed up right away; one coffee shop owner told us they reclaimed their weekends from paperwork. ROI kicks in fast: reduced errors alone can save $300-500 monthly on a typical shop's volume. It's like automating the grunt work so you focus on what you love—crafting drinks and building loyalty.
Can the system handle approvals when my team's slammed during lunch?
Yes, we design it for your high-pressure environment. Approvals go mobile via app notifications, with simple yes/no for routine items like pastry restocks. For bigger ones, like equipment bills, it escalates smartly. A barista at a client shop now handles this in seconds between orders, cutting delays from hours to minutes. We customize thresholds to match your flow, ensuring nothing slows your service while keeping controls tight.
Is this secure for sensitive supplier payment info?
Security is non-negotiable in food service, where data breaches could hurt trust. We build with enterprise-grade encryption, role-based access, and audit logs that track every action—like who approved a bean invoice. Compliant with standards like PCI for payments. Shops we've worked with appreciate the peace of mind; no incidents in years. It's fortified like your best lockbox, but smarter, with AI monitoring for unusual patterns to protect your cash flow.
How customizable is it for a single-location indie shop versus a mini-chain?
Fully customizable—we tailor to your scale. For a solo spot, it's lightweight, focusing on daily essentials like milk runs. For chains, we add multi-location routing and centralized reporting. A single-owner client loved how we simplified their end-of-day routine, while a two-shop operation got unified dashboards. No templates here; we interview your team to build exactly what fits, ensuring efficiency gains without overwhelming your setup.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.