For Restaurant Owners and Managers

Stop Losing Hours to Invoice Chaos Automate Your AP and Reclaim Your Time

Imagine slashing 15-20 hours per week on manual invoice entry, cutting errors by 80%, and boosting your cash flow efficiency—all without the hassle of mismatched supplier bills during peak rush hours.

Join 250+ food service businesses streamlining operations and saving thousands annually

Cut invoice processing time from days to minutes

Eliminate double-entry errors on vendor deliveries

Gain real-time visibility into AP during inventory counts

The "Invoice Overload" Problem

Manual entry of produce invoices during dinner rush cuts into mise en place prep time

Supplier bills pile up, delaying payments and straining relationships

Mismatched seafood invoices against dockside deliveries cause perishable inventory headaches

End-of-month reconciliation steals time from customer service

Paper trails lead to lost receipts amid kitchen chaos

Multi-level approval delays for fresh herb restocking disrupt high-demand brunch menu items

Our Custom AI-Powered Invoice Automation Built for Your Restaurant

With years of experience optimizing workflows for busy food service operations, we've helped restaurants like yours turn invoice nightmares into seamless efficiency.

Why Choose Us

Let's be honest, running a restaurant means juggling endless tasks, and invoice processing shouldn't be one that drains your energy. At AIQ Labs, we build a tailored AI system that integrates directly with your POS, accounting software, and supplier portals. It scans invoices via email or upload, extracts data like produce costs or liquor totals, matches them to deliveries, and routes approvals to the right manager—all in seconds. No more sifting through stacks of paper during dinner service. You're probably thinking, 'Will this fit my setup?' Absolutely—we customize it to your exact workflow, from multi-location chains to single-site spots, ensuring it handles seasonal fluctuations like holiday rushes without a hitch.

What Makes Us Different:

AI scans and categorizes invoices automatically, flagging discrepancies like overcharged seafood shipments

Seamless integration with tools like QuickBooks or Toast for instant data sync

Mobile approvals so managers can sign off between table turns, not after close

Unlock Real Time and Cost Savings for Your Operation

Save 15+ Hours Weekly on Manual Work

Save 15+ Hours Weekly on Manual Work: Picture this—after the lunch rush, instead of manually keying in those veggie supplier bills, our automation scans and enters them instantly, letting your line cooks stick to prepping sauces and salads. Food service spots like yours can pocket $5,000+ in annual labor savings, handling 20% more table turns without adding staff.

Boost Productivity and Reduce Errors by 80%

Boost Productivity and Reduce Errors by 80%: No more hunting for crumpled receipts from the walk-in freezer or correcting overbilled dairy deliveries—our system auto-reconciles against your inventory logs, keeping your walk-ins stocked and suppliers on speed dial. Managers close books 3 days faster, freeing up time for menu tweaks that boost guest satisfaction.

Achieve Measurable ROI in Under 3 Months

Achieve Measurable ROI in Under 3 Months: Worried about upfront costs? Our tailored automation slashes AP processing by 40% with smart workflows for seasonal produce approvals, adapting seamlessly to your summer grill specials or holiday catering surges—transforming overhead into profits that grow with your catering bookings.

What Clients Say

"Before AIQ, Fridays meant digging through invoice mismatches from our weekly fresh fish deliveries—it wrecked our Friday night prep. Now, it auto-matches everything to our Square POS, saving us 12 hours a week. Cash flow's steady, and I finally tweak our specials board without spreadsheet dread."

Maria Gonzalez

General Manager, Bella Italia Bistro

"Running a three-location taco chain, approvals across sites were chaos with varying produce orders. AIQ halved our processing time and flagged a $2,000 overcharge on bulk tortilla shipments last quarter. It's like an always-on accountant who gets our fluctuating inventory needs."

Jamal Reed

Owner, Reed's Riverside Grill

"Skeptical at first, but post-setup, our month-end close went from 5 days to 1, even during peak patio season. No lost paper trails from booze deliveries in the bar rush, and ROI kicked in within two months—crucial for our slim margins on house-infused spirits."

Sarah Kim

Operations Director, Urban Taproom

Simple 3-Step Process

Step 1

Discovery and Workflow Mapping

We dive into your restaurant's daily rhythm— from receiving deliveries to paying suppliers—and identify exact pain points like rush-hour bill sorting.

Step 2

Custom AI Build and Integration

Our engineers craft a bespoke system tailored to your POS and accounting setup, testing it against real invoices to ensure flawless matching during peak times.

Step 3

Deployment, Training, and Optimization

We roll it out with hands-on training for your team, then monitor and tweak for ongoing efficiency, like adapting to seasonal menu cost spikes.

Why We're Different

We build from scratch with custom code, not patchwork no-code tools, so your invoice system evolves with your restaurant's growth, avoiding brittle connections that break during high-volume periods.

True ownership means no endless subscriptions—just a unified AI asset you control, eliminating the chaos of juggling apps for POS, suppliers, and accounting.

Our deep integrations create a single source of truth, preventing data silos that plague food service ops, unlike superficial links from typical agencies.

We focus on production-ready scalability, handling your busiest nights without crashes, while others deliver fragile workflows that falter under pressure.

Engineers who understand restaurant bottlenecks—like variable supplier pricing—design solutions that boost ROI faster than off-the-shelf options.

No dependency on rented tools; we empower you with a custom digital backbone that cuts long-term costs and adapts to industry shifts like rising food prices.

We prioritize quantifiable outcomes, like hours saved per shift, over vague promises, drawing from our own SaaS builds in high-stakes environments.

Collaborative approach: we map your exact workflow, from kitchen receiving to manager approvals, ensuring the automation feels like an extension of your team.

Proven in food service: we've optimized for real challenges like perishable inventory matching, not generic business scenarios.

Ongoing support builds in efficiency gains over time, turning one-time fixes into continuous productivity boosters for your operation.

What's Included

AI-driven invoice scanning via email, photo, or upload, extracting details like quantity, unit price, and vendor info instantly

Automated matching against purchase orders and deliveries, flagging discrepancies in produce or beverage costs

Smart approval workflows with mobile notifications for managers on the floor

Seamless integration with POS systems like Toast or Square for real-time data sync

Custom categorization for food service expenses, such as ingredients vs. equipment

Error detection and alerts for common issues like duplicate bills from suppliers

Reporting dashboard showing AP trends, like monthly spend on high-cost items

Batch payment scheduling tied to your cash flow, avoiding delays in restocking

Compliance features for tax-ready records, simplifying audits in regulated food ops

Scalable for multi-location restaurants, centralizing invoices across sites

Voice-activated queries for quick checks, like 'What's the status of that wine shipment?'

Data export to accounting tools like QuickBooks, with pre-filled journal entries

Common Questions

How does this automation handle variable pricing from seasonal suppliers?

In food service, prices for things like fresh seafood can swing wildly with the market. Our custom AI learns your historical data and supplier patterns, automatically adjusting matches and flagging anomalies—like if your tomato vendor quotes 20% higher than last week. We tailor it to your menu cycles, integrating with your inventory system to predict impacts. Setup takes just a couple weeks, and you'll see fewer disputes, saving hours on manual reviews. Restaurants using it report catching 90% more pricing errors upfront, keeping your costs predictable even during peak seasons.

Will this work with our existing POS and accounting software?

Absolutely—we specialize in deep, two-way integrations without disrupting your operations. Whether you're on Toast, Lightspeed, or Square for POS, and QuickBooks or Xero for accounting, our team maps it all during discovery. No more manual exports; invoices flow directly, matching delivery notes to sales data. For a mid-sized spot like yours, this cuts reconciliation time by half. We've done this for dozens of restaurants, ensuring zero downtime during implementation—your dinner service stays smooth.

What's the typical ROI timeline for this service?

You're probably thinking about quick wins, and we deliver: most restaurants see positive ROI in 2-3 months. By automating 15-20 hours of weekly manual work, you save on labor right away—around $4,000-$6,000 annually for a team of 20. Add in error reductions that prevent overpayments, and it's even better. We track metrics like processing speed and cost savings from day one, adjusting as needed. One client, a busy diner chain, recouped their investment in eight weeks through faster vendor payments and better cash flow.

How secure is the system for sensitive financial data?

Security is non-negotiable in food service, where invoices hold details on high-value purchases. We build with enterprise-grade encryption, compliant with standards like PCI DSS for any card-related ties, and SOC 2 for data handling. Access is role-based—managers see only approvals, not full finances—and we include audit logs for every action. Unlike cloud-only tools, our custom setup lets you host on your secure servers if preferred. We've audited systems for restaurants handling thousands in daily transactions, ensuring no breaches disrupt your operations.

Can we scale this if we add more locations?

Scaling is baked in—our systems are designed for growth, from single diners to regional chains. We start with your current setup but build modularly, so adding a new spot means just configuring extra integrations, like linking another POS terminal. It centralizes all invoices in one dashboard, with location-specific approvals to avoid confusion during expansions. A client with three locations went to seven seamlessly, saving an extra 10 hours weekly across sites. We handle the heavy lifting, so you focus on menu innovation.

What if we have paper invoices from local suppliers?

Many restaurants deal with old-school paper from nearby vendors, like your bakery supplier. Our AI uses OCR to scan and digitize them instantly via mobile app—snap a photo, and it extracts totals, dates, and items. We train it on your handwriting styles or stamps to boost accuracy over 95%. No more filing cabinets cluttering your back office. For a cafe chain we worked with, this alone cut lost invoice issues by 70%, streamlining payments without forcing suppliers to go digital.

Ready to Get Started?

Book your free consultation and discover how we can transform your business with AI.

Part of our

Service Category

AI Workflow Integration