Stop Losing Hours to Invoice Chaos in Your Ghost Kitchen Automate It All with AI
Imagine reclaiming 15+ hours per week from manual invoice wrangling, slashing processing costs by 40%, and boosting your ROI with efficiency gains that let your team focus on perfecting those viral menu items instead of paperwork.
Join 200+ food service pros with streamlined operations
The "Invoice Overload" Problem
Chasing paper invoices from multiple virtual brands like Uber Eats and DoorDash, leading to lost receipts for bulk produce deliveries
Manual data entry errors spiking during peak dinner rushes, causing overpayments on high-volume orders of proteins and veggies
Delayed approvals holding up payments to key ingredient suppliers, risking shortages of fresh seafood or seasonal herbs
Juggling invoices across delivery apps like Grubhub and POS systems such as Toast, resulting in mismatched order logs
End-of-month reconciliation nightmares from mismatched orders between virtual brand sales and supplier bills for staples like flour and oils
Staff wasting shifts on admin instead of kitchen innovation, like testing new sauce recipes or optimizing prep for high-turnover items
Our Custom AI Invoice Automation Built for Ghost Kitchens
We've helped dozens of ghost kitchens ditch the manual mess, drawing from our experience building scalable AI systems for fast-paced food ops.
Why Choose Us
Here's the thing: running a ghost kitchen means juggling a dozen virtual brands, each with its own suppliers and invoice streams. You're probably thinking, 'How do I keep up without a full accounting team?' We get it. At AIQ Labs, we craft a bespoke AI system that ingests invoices from email, apps like DoorDash or Uber Eats, and your POS. It extracts data instantly—line items, totals, due dates—then routes approvals via simple mobile notifications. No more lost papers in the heat of prep. We integrate directly with your accounting software, ensuring payments flow smoothly. Let's be honest, this isn't some off-the-shelf tool; it's engineered for your workflow, saving you real time and headaches.
What Makes Us Different:
Unlock Time and Cost Wins That Scale Your Kitchen
Reclaim 15-20 Hours Weekly on Admin
Reclaim 15-20 Hours Weekly on Admin: Picture this: your ops manager isn't buried in invoice stacks from DoorDash and Postmates anymore. Our AI handles capture and verification, freeing up hours for menu tweaks—like perfecting that viral poke bowl—or scaling to new platforms. That's a direct productivity boost, turning wasted time into revenue-generating focus, with payback in 2-3 months through avoided overtime on busy weekends.
Slash Processing Costs by 40% with Ironclad Accuracy
Slash Processing Costs by 40% with Ironclad Accuracy: Manual errors? They're the silent killer in ghost kitchens, leading to overpayments on bulk spice orders or disputes with produce vendors. Our system flags discrepancies instantly, ensuring every invoice matches your actual deliveries of items like avocados or chicken. The ROI hits fast—expect payback in under three months through reduced fines, faster cash flow for restocking perishables, and fewer vendor chargebacks during peak seasons.
Boost Efficiency for Smoother Month-End Closes
Boost Efficiency for Smoother Month-End Closes: End-of-month used to feel like a kitchen fire drill during inventory counts. Now, AI reconciles everything automatically, spotting mismatches between POS sales of burgers and fries and supplier bills for beef and potatoes. Your team closes books in hours, not days, letting you analyze real trends—like which virtual brand's ramen special is pulling the most profit—instead of firefighting admin chaos amid fluctuating ingredient costs.
What Clients Say
"Before AIQ, our team was spending Fridays just sorting invoices from three virtual taco brands via Uber Eats and DoorDash—it was chaos with deliveries of fresh cilantro and tortillas piling up. Now, everything's auto-processed, and we've cut our accounting time in half. Last quarter, that saved us enough to hire an extra line cook without touching payroll, just in time for our summer salsa surge."
Maria Gonzalez
Operations Lead, Urban Eats Ghost Kitchen
"I was skeptical about AI in our tiny setup, but their custom system pulled invoice data from our ChowNow integrations flawlessly, matching bills for ginger and coconut milk orders. No more late-night entries after closing; we're saving about 12 hours a week, and our supplier payments are on time, which keeps fresh herbs flowing without shortages during our curry rush hours."
Raj Patel
Owner, Spice Route Kitchens
"Ghost kitchens like ours deal with volatile orders, and invoices were a nightmare to track across Grubhub and Square POS for fusion items like kimchi tacos. AIQ built something that fits our exact flow—now approvals happen on my phone during prep, and we've reduced errors by 80% in the last six months. It's like having an extra staffer who never calls in sick, especially during weekend brunch peaks."
Elena Vasquez
Kitchen Manager, Fusion Phantom Foods
Simple 3-Step Process
Discovery and Mapping
We dive into your ghost kitchen's setup—your virtual brands, supplier chains, and current tools like Toast or Square. No cookie-cutter audits; we map your exact pain points, like mismatched burger batch invoices.
Custom AI Build and Integration
Our engineers craft the AI from scratch, training it on your invoice patterns. We wire it into your delivery apps and accounting system for seamless data flow, testing rigorously to handle rush-hour volume spikes.
Deployment and Optimization
Go live with hands-on training for your team. We monitor for the first month, tweaking for things like seasonal menu changes, ensuring your ROI kicks in fast with zero disruptions to kitchen ops.
Why We're Different
What's Included
Common Questions
How does this automation handle invoices from multiple virtual brands in one ghost kitchen?
Great question—ghost kitchens often run 5-10 brands, each with separate suppliers, leading to a flood of invoices. Our AI tags and sorts them automatically by brand, using OCR to pull details like 'Pad Thai ingredients for Brand X.' It then allocates costs correctly in your books, preventing the usual mix-ups. We've seen ops save 10-15 hours weekly just on this sorting alone. Setup involves mapping your brands once, and the system learns from your patterns for even smarter handling over time. No more spreadsheets; it's all unified.
What if our suppliers send invoices in different formats?
Varied formats are a classic pain in food service—some email PDFs, others use portals or even faxes. Our custom AI is trained on diverse inputs, extracting key data regardless. For instance, it reads handwritten notes on produce bills or parses XML from big distributors. In one project, a client with erratic spice vendors went from 2-hour manual reviews to instant processing. We fine-tune it to your suppliers during build, ensuring 98% accuracy, and it flags outliers for quick human check. This keeps your kitchen running without delays.
How quickly can we see ROI after implementation?
You're probably thinking about the upfront time, but ROI hits fast in ghost kitchens. Most clients recoup costs in 2-4 months through time savings—think 15 hours/week at $25/hour labor, that's $1,500 monthly. Add reduced errors avoiding $500+ in overpayments per quarter. We track metrics from week one, like processing speed, and optimize. One kitchen saw payback in six weeks by cutting month-end close from 20 to 4 hours. It's tailored, so your exact ROI depends on volume, but we guarantee measurable wins.
Is this secure for sensitive financial data in our operations?
Absolutely, security is non-negotiable in food service where payment delays can halt deliveries. We use enterprise-grade encryption for all data in transit and at rest, compliant with standards like SOC 2. Access is role-based—kitchen managers approve, owners review. No cloud dependencies that could expose your supplier contracts. In builds, we anonymize training data to protect your brand specifics. Clients in high-stakes ops, like those with exclusive partnerships, rave about the peace of mind; it's built to shield against breaches while speeding workflows.
Can it integrate with our existing delivery and POS apps?
Yes, integration is our specialty—we connect to apps like Uber Eats, DoorDash, and POS like Square or Revel without friction. The AI pulls order data to match against invoices, verifying quantities like '50 burger buns delivered?' It syncs bi-directionally, updating your inventory forecasts too. For a client with three platforms, this cut reconciliation time by 70%. We handle APIs securely, testing for your peak loads, so no downtime during dinner rushes. If your setup is unique, we custom-build the bridges.
What support do we get after launch?
Launch isn't the end; we provide 30 days of hands-on support, including weekly check-ins to tweak for your evolving menu or supplier changes. Training covers your team via quick videos on approving via phone during shifts. Post-support, you get a dedicated portal for updates and our engineers on call for food-specific issues, like handling seasonal produce spikes. One ghost kitchen adjusted for a holiday surge seamlessly with our help, maintaining 99% uptime. It's partnership-style, ensuring long-term efficiency without you managing it.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.