Stop Wasting Hours Chasing Supplier Invoices Reclaim Your Time with Custom AI Automation
Imagine slashing 15+ hours per week on manual invoice processing, cutting errors that hit your margins, and freeing your team to focus on what matters—delighting customers during peak rush.
Join 200+ food service pros with streamlined operations and real ROI
The "Invoice Overload" Problem
Endless Paperwork from Fresh Produce Deliveries, Like Tracking Daily Crate Receipts for Tomatoes and Lettuce That Arrive Damp and Smudged
Manual Matching of Invoices to Bar Tabs and Kitchen Orders
Lost Receipts During Busy Dinner Shifts, Especially When Servers Jot Bar Tabs on Napkins Amid the Rush
Supplier Disputes Over Uneaten or Spoiled Goods, Such as Moldy Dairy or Wilted Greens That Don't Match Delivery Promises
Month-End Close Delays Eating Into Profit Reviews, Delayed by Reconciling Seafood and Meat Vendor Bills with Actual Usage
Overpaying Due to Untracked Volume Discounts from Vendors
Our Custom AI Invoice Automation Built Just for You
We've helped dozens of restaurants like yours ditch the invoice chaos, drawing from our experience building scalable systems for high-volume food ops.
Why Choose Us
Here's the thing: running a restaurant means juggling suppliers, shifts, and surprises. Manual invoice handling? It's like prepping a mise en place during lunch rush—stressful and error-prone. At AIQ Labs, we craft a bespoke AI system that scans emails, pulls data from your POS like Toast or Square, and automates the whole flow. No off-the-shelf templates. We map your exact workflow, from delivery dock to accounting close, ensuring every invoice fits seamlessly. You're probably thinking, 'Will this handle my quirky vendor quirks?' Absolutely. We train the AI on your data for precision, turning hours of drudgery into effortless efficiency.
What Makes Us Different:
Unlock Tangible Time and Cost Wins
Save 15-20 Hours Weekly on Processing
Save 15-20 Hours Weekly on Processing: Let's be honest, that back-office admin is stealing time from your floor team—think servers stuck verifying produce invoices instead of seating guests. Our system automates entry and verification, so instead of chasing papers post-close, your staff flips tables faster. One cafe owner saw a 25% productivity boost, redirecting hours to customer upsells like adding desserts to checks, with full setup in just one week.
Achieve 6-Month ROI Through Error Reduction
Achieve 6-Month ROI Through Error Reduction: Wasted time on disputes? Not anymore. The AI flags mismatches—like overcharged seafood portions or unapplied bulk discounts on flour deliveries—before payments go out, slashing costs by 10-15%. You're probably thinking about those surprise fees from meat suppliers. We quantify it: restaurants recover $5K+ yearly in avoided overpayments, turning automation into pure profit, often within the first quarter.
Boost Efficiency for Smoother Month-Ends
Boost Efficiency for Smoother Month-Ends: Month-end feels like inventory hell with stacks of bills from produce and beverage vendors. Our custom build integrates with QuickBooks or Xero, auto-reconciling everything against your POS data. Short punchy win: close books in days, not weeks. Detailed upside: frees your GM to analyze trends, like peak beverage sales during happy hour, instead of digging through vendor statements for discrepancies in wine shipments.
What Clients Say
"Before AIQ, we'd spend Fridays sorting invoices from our bakery supplier—total nightmare with flour price fluctuations and variable bagel orders. Now, it's automated; we caught a $2,000 overcharge on bulk yeast last quarter and saved 10 hours weekly. Game-changer for our tight margins during breakfast rushes."
Maria Gonzalez
Operations Manager, Bella's Bistro (Neighborhood Bakery Cafe in Chicago)
"As a multi-location spot, invoice mismatches were killing us during expansions, especially syncing steak cuts and wine deliveries across sites. Their custom AI synced everything to our Lightspeed POS in two weeks. We're down to 5 hours a week on AP, and our accountant loves the clean data—ROI hit in under 4 months with $8K recovered from vendor errors."
Tom Reilly
Owner, Reilly's Grill House (Chain of Upscale Steakhouses in Boston)
"Dealing with seasonal produce invoices was chaos; spoilage claims on heirloom tomatoes took forever to file during peak salad season. AIQ built a system that auto-flags issues and routes approvals to my phone. Saved us $1,500 in disputes this summer alone, and my team's actually enjoying slower nights now with less paperwork stress."
Samantha Lee
General Manager, Fresh Harvest Cafe (Farm-to-Table Eatery in Portland)
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your restaurant's ops—chat about supplier flows, POS setup, and pain points like rush-hour receipts. No guesswork; we tailor everything to your daily grind.
Custom AI Build and Integration
Our engineers code a precise system that pulls from emails, scans docs, and links to your accounting. Tested rigorously to handle high-volume days without a hitch.
Deployment, Training, and Optimization
Go live with hands-on training for your team. We monitor for the first month, tweaking for perfection—like fine-tuning a sauce recipe—ensuring seamless adoption.
Why We're Different
What's Included
Common Questions
How does this handle invoices from multiple suppliers with different formats?
Great question—food service means dealing with a mix, like formatted PDFs from Sysco versus emailed scans from local farms. Our custom AI is trained on your specific suppliers during setup, using advanced OCR and pattern recognition to extract details accurately, regardless of layout. We map it to your workflow, auto-categorizing by vendor type (produce, dry goods, etc.). One client with 20+ suppliers cut processing time from 10 hours to under 1 per week. It's all built to your exact needs, with tweaks as vendors change. No more manual sorting; the system learns and improves over time, ensuring 98% accuracy from the start.
Will this integrate with my existing POS and accounting software?
Absolutely, and that's where we shine. Whether you're on Toast for orders, Square for payments, or Xero for books, we engineer deep, two-way integrations—no superficial links that break. During discovery, we assess your stack and build custom APIs to sync invoice data directly, like matching a delivery to the day's sales. For a busy diner chain, this meant real-time inventory updates, preventing overstock on perishables. Setup takes 2-4 weeks, and it's scalable if you add locations. You're in control, owning the system without vendor lock-in, so it grows with your restaurant's ops.
What's the typical ROI timeline for restaurants using this?
Let's be honest, every spot's different, but most see payback in 3-6 months. Take time savings: automating 15-20 hours weekly on AP at $25/hour staff cost? That's $1,500+ monthly recouped. Add error reductions—like catching 10% overcharges on $50K vendor spend—and you're looking at $5K yearly wins. A pizzeria we worked with hit ROI in 4 months by streamlining beer distributor bills, freeing cash for menu upgrades. We provide a custom projection upfront based on your volume, focusing on food-specific metrics like waste reduction from accurate produce tracking. It's not hype; it's measurable efficiency boosting your bottom line.
How secure is the system for handling sensitive financial data?
Security is non-negotiable in food service, where vendor contracts and pricing can be competitive edges. We build with enterprise-grade encryption, role-based access (e.g., servers can't see full invoices), and compliance to standards like PCI for any payment ties. Data stays in your owned system, not cloud rentals prone to breaches. For a catering business, we added audit logs for every approval, ensuring traceability during tax season. Regular updates and monitoring keep it tight. We walk you through it in training, so your team feels confident—think of it as a locked walk-in for your digital docs, protecting against internal slip-ups or external threats.
Can this scale if my restaurant adds locations or menu changes?
Yes, designed for growth. Unlike rigid templates, our builds are modular—add a new outpost, and we extend the AI to handle site-specific suppliers without rebuilding. For menu shifts, like going seasonal with farm-fresh items, the system adapts via quick retraining on new invoice patterns. A growing taco chain scaled from 2 to 5 locations seamlessly, centralizing AP while localizing approvals. It integrates evolving POS data too, tracking cost fluctuations on ingredients. Post-launch, we offer optimization sessions to keep it humming, ensuring your efficiency gains compound as you expand. No starting over; just smart, future-proof automation tailored to restaurant realities.
What if my team resists new tech during hectic shifts?
We get it—kitchens move fast, and change can feel like adding a new recipe mid-rush. That's why our approach starts with intuitive design: simple mobile notifications for approvals, no clunky logins. We provide hands-on training, like 2-hour sessions mimicking a busy day, and create quick-reference guides with food analogies (e.g., 'Approve like checking a delivery temp'). For a diner, adoption was 100% in a week because it saved their host from desk duty. We include a support hotline for the first month, addressing hiccups immediately. Ultimately, it empowers your team, reducing stress so they focus on guests, not paperwork—turning skeptics into fans through real, felt wins.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.