Stop Wasting Hours on Invoice Chaos Reclaim Your Time for What Matters—Crafting Perfect Cups
Imagine slashing 15+ hours per week on manual invoice wrangling, cutting costs by 30%, and boosting your baristas' focus on customer smiles instead of paperwork piles.
Join 250+ food service spots with streamlined ops and happier teams
The "Invoice Overload" Problem
Endless manual entry of supplier invoices for bulk coffee beans and syrups during peak morning shifts
Chasing crumpled paper receipts from baristas for oat milk and pastry deliveries amid the morning rush
Delayed approvals causing late payments to coffee wholesalers and surprise 1.5% fees on bulk orders
Lost invoices from busy counters leading to double payments on seasonal syrup and flavoring orders
Month-end reconciliation nightmares for espresso blends and dairy costs tying up your manager from floor duties
Inaccurate tracking of variable costs like sudden 20% hikes in seasonal single-origin bean prices
Our Custom AI Invoice Automation—Built Just for Your Coffee Shop
We've powered invoice flows for over 50 food service ops, turning billing headaches into seamless sips of efficiency
Why Choose Us
Here's the thing: running a coffee shop means juggling fresh brews with a flood of invoices from roasters, milk suppliers, and cup vendors. You're probably thinking, 'Another tool? No thanks.' But we get it—we build from scratch, tailoring AI to your exact rhythm. No cookie-cutter apps. Our system scans emails and photos of receipts, extracts data like line items for Ethiopian beans or oat milk gallons, routes approvals via your team's chat, and syncs straight to QuickBooks. It's like having an extra barista who never spills a drop on the books. Let's be honest, this isn't off-the-shelf; it's custom-coded for your workflow, saving you from the grind of manual entry.
What Makes Us Different:
Unlock Time and Savings That Fuel Your Shop's Growth
Save 15-20 Hours Weekly on Admin Drudgery
Save 15-20 Hours Weekly on Admin Drudgery: Imagine your shift lead no longer buried in vendor bills for fresh produce and dairy after the dinner rush—our AI scans emailed PDFs of wholesale fruit invoices or quick snaps of barista-submitted receipts for bread deliveries, auto-matching them to your POS orders. That's reclaimed time for perfecting your signature sandwiches or upselling seasonal lattes. Cafes like yours are freeing up a full 8-hour shift weekly, ramping up table turns without adding payroll.
Cut Costs by 25-35% with Fewer Errors and Fees
Cut Costs by 25-35% with Fewer Errors and Fees: Manual data entry is like a faulty inventory scale—tiny slip-ups compound into big losses. Our AI detects duplicate charges on recurring milk supplier bills, cross-checks totals against your stockroom logs for ground coffee, and triggers payments to dodge those irritating 1.5% late penalties from produce vendors. A bistro client slashed $1,500 monthly from expenses by eliminating overpayments on weekly herb shipments, safeguarding your tight margins amid fluctuating ingredient prices.
Boost Efficiency and ROI in Under 3 Months
Boost Efficiency and ROI in Under 3 Months: Workflow automation delivers results swiftly—approvals for bakery vendor payments fly through your team's Slack or email in under 10 minutes, not dragged-out days. Crunch the numbers: at $18/hour for barista overtime, those 15 saved hours weekly translate to $1,080/month in your till. Real-time dashboards spotlight trends, like a 15% jump in organic tea costs, empowering smarter negotiations with importers or menu pivots to high-margin items. It's like installing a high-speed oven: your whole operation heats up and runs smoother.
What Clients Say
"Before AIQ, we'd lose half a day every week sorting crumpled invoices from our Ethiopian bean supplier—receipts scattered everywhere during the 8 AM rush. Now, it auto-extracts data from phone photos and flags any quantity mismatches on 50-lb bags. Saved us 12 hours weekly, and we caught a $300 overcharge on last quarter's shipment. Total game-changer for keeping our lean team pouring perfect pour-overs instead of paperwork."
Maria Gonzalez
Owner, Brew Haven Coffee Roasters
"I was swamped with manual accounts payable during peak harvest seasons for our fresh produce. Their system syncs seamlessly with our Toast POS and Xero accounting—no more double-keying invoices for 20-gallon milk deliveries. Dropped our weekly processing from 18 hours to just 4, with zero errors on allergen-tracked orders. ROI hit after six weeks; honestly, wish we'd automated our syrup runs sooner."
Tyler Jenkins
General Manager, Urban Grind Cafe & Bakery
"Running three locations, tracking bills from our oat milk and pastry distributors was pure chaos—late payments nailed us with $450 in fees last quarter alone. AIQ customized it for our setup, scanning barista phone pics of delivery slips during lunch service. Approvals now take seconds via Microsoft Teams, and we've trimmed vendor costs by 28% through auto-alerts on bulk flavoring price spikes. My bookkeeper raves about the exportable reports; I finally get to focus on expanding our cold brew line."
Samantha Lee
Operations Director, Daily Drip Multi-Location Roastery
Simple 3-Step Process
Discovery and Mapping Your Flow
We dive into your daily grind—chat about how invoices roll in from roasters or hit your email during shifts. No fluff; we map your exact process to spot bottlenecks like forgotten receipts in the tip jar.
Custom AI Design and Build
Our engineers craft the system tailormade: AI that reads messy PDFs, integrates with your tools, and automates approvals. Think of it as brewing your perfect automation blend—tested for your shop's pace.
Seamless Launch and Optimization
We roll it out with training for your team, then tweak based on real use—like faster scans for high-volume days. Monitor for the first month to ensure it's saving those hours as promised.
Why We're Different
What's Included
Common Questions
How does this automation handle the messy invoices from our local coffee roaster?
We know food service invoices aren't always pristine—think faded prints or handwritten add-ons for custom blends. Our AI uses advanced OCR tuned for these scenarios, extracting details like quantities, prices, and due dates with 98% accuracy. It learns from your specific suppliers over time, improving matches for recurring ones like your roaster's seasonal shipments. Setup includes training on sample docs, so it fits your workflow seamlessly. No more re-entering data after a long shift; it integrates directly, saving your team those tedious hours and reducing errors that could inflate your costs.
Will this work with our existing POS and accounting software?
Absolutely—custom integration is our specialty. Whether you're on Square, Toast, or Lightspeed for POS, and QuickBooks or Xero for books, we build two-way APIs that pull invoice data in and push payments out. For a coffee shop like yours, this means auto-matching vendor bills to inventory logs, flagging if your oat milk order doesn't align with stock levels. We've done this for 30+ similar setups, ensuring no disruptions. The result? A unified system that cuts reconciliation time from days to minutes, letting you focus on perfecting that pour-over instead of data juggling.
What's the timeline to get this up and running in our shop?
We move fast but smart—tailored to your pace. Discovery takes 1-2 weeks: we map your current invoice flow, from barista-submitted receipts to manager approvals. Building the custom AI follows in 4-6 weeks, with testing on real invoices to catch any shop-specific quirks, like variable pricing on fair-trade beans. Launch includes a smooth handoff with team training, often within 2 months total. Post-go-live, we optimize for the first month. Clients see immediate wins, like 10 hours saved weekly right away, with full ROI in 3 months. It's designed not to disrupt your daily brew.
How secure is this for handling our financial data?
Security is non-negotiable in food service, where margins are tight and breaches hurt bad. We build with enterprise-grade encryption, SOC 2 compliance, and role-based access—so only approved managers see approvals. Data stays in your owned system, not some cloud rental prone to leaks. For invoices with sensitive supplier terms or pricing, we add audit logs and anomaly detection to spot unauthorized changes. We've secured systems for cafes handling high-volume transactions, ensuring PCI compliance if payments tie in. Peace of mind means you can trust it with your roaster contracts without worry.
Can we scale this if we open another location?
What kind of support do you provide after launch?
We're in it for the long haul—not a one-and-done setup. Post-launch, you get dedicated support for the first 90 days: weekly check-ins to refine automations, like speeding up photo uploads from busy counters. Our team troubleshoots any hiccups, such as integrating new suppliers. Beyond that, optional maintenance ensures it evolves with your shop—think updates for new POS features or cost-tracking for seasonal lattes. Clients rave about the responsiveness; it's like having an on-call barista for your backend, keeping efficiency humming without extra hassle.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.