Stop Wasting Hours Chasing Supplier Invoices Automate Your AP and Reclaim Your Time
Imagine slashing your weekly invoice processing from 15 hours to just 2—that's a 13-hour ROI boost you can pour back into menu innovation or delivery ops.
Join 250+ food service businesses with streamlined ops and real cost savings
The "Invoice Chaos" Problem
Manual entry delays during peak delivery rushes for fresh produce and dairy shipments
Supplier invoices piling up from multiple delivery apps like DoorDash, Uber Eats, and Postmates
Disputed bills eating into thin ghost kitchen margins
No real-time tracking of produce or spice orders, leading to stockouts of key ingredients like herbs and oils
Month-end reconciliations clashing with order fulfillment
Month-end reconciliations clashing with order fulfillment for high-volume lunch rushes
Our Custom AI Invoice Automation Built Just for You
We've powered invoice systems for over 50 ghost kitchens, turning chaotic supplier tracking into seamless efficiency.
Why Choose Us
Here's the thing: ghost kitchens like yours juggle a whirlwind of suppliers, from fresh produce drops to packaging hauls, all while racing against delivery deadlines. We build a tailored AI system that scans emails, extracts data from PDFs, and integrates directly with your POS and accounting tools. No more digging through stacks of digital receipts. It's custom-coded to match your workflow—whether you're syncing with DoorDash invoices or tracking Uber Eats supplier bills. Let's be honest, this isn't some off-the-shelf band-aid; it's a production-ready engine that owns your AP process, saving you thousands in wasted time.
What Makes Us Different:
Unlock Tangible Time and Cost Wins
Save 10-15 Hours Weekly on AP Tasks
Save 10-15 Hours Weekly on AP Tasks: You're probably thinking, 'But I already use QuickBooks.' Sure, but our custom AI pulls supplier data automatically, eliminating the manual matching that steals hours from your kitchen crew. Picture this: instead of reconciling 50 produce invoices by hand for items like tomatoes and chicken, your system does it overnight. That's time you redirect to tweaking recipes or optimizing delivery routes, boosting overall productivity by 20% and ensuring fresh ingredients hit your virtual brands on time.
Boost ROI with 25% Cost Reductions
Boost ROI with 25% Cost Reductions: Manual errors in ghost kitchen invoicing can inflate costs—like paying extra for misread quantities of rice or oils. Our solution catches these, ensuring you snag every supplier discount on bulk buys. One client saw a 25% drop in AP expenses within three months after automating spice and packaging invoices, translating to real dollars back in your pocket for expanding menus or hiring extra hands during peak seasons like holidays.
Streamline Efficiency for Faster Closes
Streamline Efficiency for Faster Closes: End the nightmare of delayed month-ends that hold up your cash flow for new equipment or marketing. With AI handling approvals and payments for vendor bills from produce suppliers, closes happen in days instead of weeks. This efficiency gain means quicker access to funds, letting you scale operations without the usual financial drag—think investing in better ghost kitchen tech like high-capacity ovens sooner to handle more delivery orders.
What Clients Say
"Before AIQ, our team spent Fridays buried in supplier emails for sauces and veggies—easily 12 hours gone chasing down discrepancies on fresh herb deliveries. Now, the system auto-flags issues like overcharged basil bundles, and we're saving about $800 a month on overpayments. It's like having an extra staffer who never calls in sick, especially during our busy dinner shifts."
Maria Gonzalez
Operations Manager, Urban Bites Ghost Kitchen (specializing in fusion tacos)
"We run three virtual brands from one kitchen, so invoices from packaging suppliers for takeout containers were a mess. After implementation, processing time dropped from two days to under an hour. Caught a billing error on bulk flour that saved us $450 last quarter after verifying against our Toast-integrated orders—game-changer for our tight margins on biryani and curry dishes."
Raj Patel
Owner, SpiceRoute Kitchens (multi-brand Indian virtual kitchen)
"The custom integration with our Toast POS was spot-on. No more double-entry for delivery app vendor bills on items like vegan patties and sauces. We've reclaimed 10 hours a week, which we've used to train staff on new plant-based options and handle more Uber Eats surges. ROI was clear in the first month with reduced errors on perishables."
Elena Vasquez
Finance Lead, QuickEats Collective (cloud kitchen network for quick-service meals)
Simple 3-Step Process
Discovery and Mapping
We dive into your ghost kitchen's setup—your suppliers, POS integrations, and pain points like rushed produce orders. This ensures our AI fits your exact flow, from invoice receipt to payment.
Custom Build and Testing
Our engineers code the AI to your specs, testing against real scenarios like high-volume dinner rush invoices. We iterate until it's flawless, integrating with tools like Square or your accounting software.
Deployment and Optimization
Go live with full training for your team. We monitor for the first month, tweaking for things like seasonal supplier spikes, so you see immediate time savings and efficiency gains.
Why We're Different
What's Included
Common Questions
How does this handle invoices from multiple delivery platforms like DoorDash and Uber Eats?
Great question—ghost kitchens often deal with fragmented supplier billing from various apps. Our custom AI ingests invoices directly from those platforms' emails or APIs, extracts key data like order IDs and costs, and cross-references them with your internal logs. For example, if DoorDash sends a packaging invoice, it auto-matches to your fulfillment records, flagging any extras. This setup saves you from manual cross-checking, typically cutting processing time by 70%. We tailor it to your exact mix of partners, ensuring nothing slips through during busy shifts. Plus, it's all secured to protect sensitive vendor info.
What's the setup time for a ghost kitchen with 50+ weekly suppliers?
You're probably thinking it'll take forever, but we keep it lean. Discovery takes 1-2 weeks to map your workflow, like how you handle produce drops versus dry goods. Building and testing? Another 2-4 weeks, with us simulating real scenarios such as rush-hour invoice floods. Total rollout is 4-6 weeks to full automation, and you see partial wins right away—like auto-scanning during testing. One kitchen went live in under a month, reclaiming 8 hours weekly immediately. We work around your ops schedule to minimize disruption.
Can it integrate with my existing POS and accounting software?
Absolutely, and that's where our custom approach shines. Whether you're on Toast, Square, or Lightspeed for POS, and QuickBooks or Xero for accounting, we build deep, two-way integrations. The AI pushes invoice data straight into your systems, updating inventory costs in real-time—for instance, logging a new veggie shipment's price to adjust menu pricing dynamically. No more copy-pasting that leads to errors. We've done this for dozens of food service spots, ensuring compatibility without the usual integration headaches. It's like giving your tools a direct line to each other.
How secure is this for handling sensitive supplier financial data?
Security is non-negotiable in food service, where vendor contracts can involve proprietary recipes or pricing. We use enterprise-grade encryption for all data in transit and at rest, complying with standards like PCI DSS and GDPR. Invoices are processed in isolated environments, with access controls tailored to your team—ops leads see approvals, finance handles payments. Regular audits and anomaly detection prevent breaches. A client in a similar setup praised how it passed their annual audit without a hitch, keeping their supplier discounts confidential while automating everything.
What kind of ROI can a small ghost kitchen expect?
Let's be honest, ROI varies, but for a typical 20-50 order/day ghost kitchen, expect to save 10-15 hours weekly on AP— that's about $500-800/month in labor costs at $20/hour rates. Add in caught errors and captured discounts, and you're looking at 20-30% reduction in invoice-related expenses. One operator shared they broke even in two months, then profited by reallocating time to boost delivery efficiency. We provide a custom projection during consultation, based on your supplier volume and current manual processes, so you see the numbers upfront.
Do I need technical staff to maintain the system?
Nope, that's the beauty of our ownership model. We build it so your team—cooks, managers, no devs needed—can use it via simple dashboards on phones or kitchen tablets. Maintenance? We handle updates and scaling, like adding new suppliers without downtime. If you want, we train a point person on basic tweaks, but most clients just let us manage it. Think of it as your AI co-pilot for invoices, running smoothly in the background while you focus on perfecting that signature sauce.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.