Stop Wasting Hours on Invoice Chaos Reclaim Your Time for What Matters – Running Your Kitchen
Imagine slashing your weekly admin time by 20+ hours and cutting invoice processing costs by 40% – all with a custom AI system built just for your restaurant's workflow.
Join 250+ food service businesses streamlining operations and boosting profits
The "Invoice Overload" Problem
Endless supplier invoices from fresh produce and meat vendors piling up during peak seasons like holiday rushes
Manual data entry errors in portion yields and supplier pricing messing with your food cost percentage calculations
Delayed approvals holding up payments to key vendors like daily dairy and seafood suppliers
Month-end reconciliation nightmares from mismatched delivery notes for bulk dry goods and utility bills
Overworked back-of-house staff juggling supplier invoices instead of par-level inventory checks for high-turnover items like proteins
Cash flow squeezes from late invoice spotting for variable costs during busy dinner rushes with fluctuating staff tips
Our Custom AI Invoice Automation – Built for Your Restaurant
With years of experience partnering with food service pros, we've seen how invoice drudgery kills efficiency – and we've fixed it for dozens of spots like yours.
Why Choose Us
Here's the thing: restaurants aren't factories. Your invoices come from a wild mix of meat purveyors, linen services, and utility bills, all hitting at once. We don't slap on some off-the-shelf tool. Instead, we craft a tailored AI system that plugs right into your POS, accounting software, and supplier portals. It scans emails or uploads, extracts details like quantities and prices with pinpoint accuracy, routes for your manager's quick nod, and syncs payments seamlessly. No more lost bills in the kitchen chaos. You're probably thinking, 'Will it handle our seasonal spikes?' Absolutely – it's scalable, learning from your patterns to get smarter over time. Let's turn that invoice headache into a smooth operation, saving you hours weekly and keeping your costs in check.
What Makes Us Different:
Unlock Massive Time and Cost Wins for Your Operation
Save 15-25 Hours Per Week on Admin
Save 15-25 Hours Per Week on Admin: Let's be honest, your bookkeeper shouldn't spend Fridays buried in invoice stacks from weekly produce deliveries when they could be prepping mise en place for the weekend rush. Our system automates the grunt work, freeing up your team to focus on plating perfect dishes and delighting diners. One client cut their processing time from 20 hours to just 3, boosting overall productivity by 30% and allowing extra shifts for front-of-house during peak brunch hours.
Achieve Rapid ROI with 40% Cost Reductions
Achieve Rapid ROI with 40% Cost Reductions: You're probably thinking about the bottom line – and rightly so. By ditching manual errors that inflate food costs from misentered seafood prices, you'll see payback in 3-6 months, not years. Expect a 40% drop in processing expenses, turning what was a $5K monthly headache into a streamlined asset. It's like upgrading from a clunky old oven to a precise combi – efficiency that pays for itself, with one bistro recouping setup costs through reduced waste on perishable orders.
Boost Efficiency and Cut Errors by 90%
Boost Efficiency and Cut Errors by 90%: Picture this: no more double-paying the beer distributor because someone fat-fingered a keg quantity. Our AI cross-checks everything against your inventory logs for items like fresh herbs and linens, slashing mistakes and speeding up your close. Restaurants using our setup report faster vendor payments within 7 days, better cash flow for ingredient restocks, and happier staff who aren't drowning in paperwork during lunch prep – one chain saw a 25% improvement in on-time deliveries.
What Clients Say
"Before AIQ Labs, our invoice process was a nightmare – we'd lose hours every week matching bills from our organic produce supplier against actual pallet deliveries, and it always backed up during summer patio season with doubled guest counts. Now, it's all automated; we saved about 18 hours a week on admin, our accounting errors dropped to zero, and we even caught a 10% markup on tomatoes early. Month-ends are actually enjoyable now, letting us focus on menu specials."
Maria Gonzalez
Operations Manager, Bella Italia Bistro (family-owned Italian restaurant in Chicago)
"I was skeptical at first, but they built this system that pulls invoices straight from emails and flags any price hikes on fresh seafood orders from our coastal supplier. In the first three months, we cut our AP costs by 35%, avoided overpaying on lobster shipments, and got our team back to focusing on customer service instead of data entry during happy hour setups. It's been a game-changer for our tight margins in a competitive pub scene."
Tom Reilly
Owner, Reilly's Pub & Grill (Irish pub with live music in Boston)
"Handling invoices for multiple locations was killing us – constant mismatches with linen services and uniform suppliers across our five urban spots. AIQ customized it to our exact setup, integrating with QuickBooks seamlessly and auto-matching against POS data for beverage stock. We've reclaimed 22 hours weekly, improved cash flow for timely reorders on high-volume wines, and scaled without adding staff. Wish we'd done this years ago during our expansion phase."
Sarah Kim
CFO, Urban Eats Chain (fast-casual salad and wrap chain in New York)
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your restaurant's daily grind – from supplier emails to approval chains – to map out a custom plan. No cookie-cutter stuff; it's all about your unique flow.
AI System Build and Integration
Our engineers craft and connect the AI to your tools, testing it against real invoices like your weekly meat order. We iterate until it's flawless for your operation.
Launch, Train, and Optimize
Go live with hands-on training for your team, then monitor and tweak based on your first month's rushes. You'll see efficiencies kick in immediately, with ongoing support to keep it humming.
Why We're Different
What's Included
Common Questions
How does this handle the messy invoices from small local suppliers?
Great question – local suppliers often send informal bills, like emailed PDFs with scribbles or even photos. Our AI is trained on real food service docs, so it extracts details like item descriptions, quantities, and totals with 98% accuracy, even from low-quality scans. We customize it to recognize your regulars' formats, like that veggie wholesaler's shorthand for organic kale. Once captured, it auto-matches to your orders and routes for approval. No more manual typing during prep time. For a 50-seat bistro, this alone saves 10 hours weekly, letting your team prioritize guest experience over paperwork piles.
What's the setup time for a busy restaurant like mine?
We keep it lean: initial discovery takes 1-2 weeks, where we shadow your workflow without disrupting service. Building and testing the custom AI follows in 4-6 weeks, using your actual invoices for accuracy. Launch includes a half-day training session, and you're live with minimal downtime. Think of it like installing a new POS – quick integration, immediate relief. One diner chain went from concept to fully automated in under two months, reclaiming 20 hours per location right away. We're all about fast ROI without the operational headache.
Will it integrate with my existing POS and accounting software?
Absolutely, and that's our strength. Whether you're on Toast for orders, Square for payments, or QuickBooks for books, we build deep, two-way API connections. No clunky exports – invoices flow automatically, updating inventory costs in real-time as they sync to payments. For example, a new bill for flour auto-adjusts your COGS reports. We've done this for spots with mixed systems, ensuring everything talks seamlessly. It eliminates the 'single source of truth' myth, reducing errors by 90% and giving you clearer profit margins on dishes like your signature pasta.
How secure is this for sensitive financial data in food service?
Security is non-negotiable, especially with vendor contracts and pricing that could leak to competitors. We use enterprise-grade encryption, role-based access (e.g., servers can't see full bills), and comply with standards like PCI for any payment touches. Data stays in your owned system, not some cloud rental. Audits are baked in, logging every action for easy reviews – perfect for handling disputes on bulk meat orders. A client in casual dining praised how it passed their internal audit flawlessly, saving them from potential fines while streamlining ops.
Can it scale if my restaurant expands to multiple locations?
Yes, designed for growth. We build it modular, so adding a second spot means just extending the dashboard – no starting over. Centralized AP handles invoices from shared suppliers across sites, with location-specific approvals. Imagine your flagship's efficiencies now powering a new outpost without extra staff. One growing chain scaled from 3 to 7 locations seamlessly, cutting central admin by 40%. It's like franchising your back-office smarts, keeping costs low as you add tables and revenue.
What kind of ROI can I expect, and how soon?
Straight talk: most restaurants see full payback in 3-6 months through time savings and error reductions. If you're spending 15+ hours weekly on invoices, that's $500-1,000 in labor at $25/hour – our system wipes that out, plus catches overpayments that add up to thousands yearly. A mid-sized eatery reported $15K saved in the first year on AP alone, with productivity gains letting them handle 20% more covers. We track metrics from launch, so you see the wins clearly, like tighter control on variable costs for seasonal menus.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.