Stop Losing Hours to Manual Invoice Chaos AI-Powered Processing Built for Your Kitchen Flow

How does this handle invoices from multiple delivery platforms?

In ghost kitchens, you're dealing with a mix of Uber Eats, DoorDash, and Grubhub invoices that often arrive in different formats. Our custom AI ingests them all—pulling data from PDFs, emails, or even photos snapped on your phone. It matches details to your orders automatically, cross-checking against your POS for accuracy. No more manual sorting during lunch rushes. We've built this for ops like yours, ensuring it adapts to platform-specific quirks, like variable fees. The result? Processing that once took hours now happens in minutes, keeping your focus on the food.

Our system prioritizes these with custom rules—flagging urgent bills for fresh produce or dairy right away. It integrates with your inventory tracker to verify deliveries and trigger approvals faster, preventing stock issues. For example, if a vendor invoice shows up for tomatoes due in two days, it routes to the manager's app instantly. This tailored approach avoids the delays of generic tools, helping you maintain supplier trust and avoid waste.

Can it integrate with our existing POS and accounting software?

Absolutely. We design deep, two-way connections to systems like Toast or Square for POS, and QuickBooks for accounting—common in ghost kitchens. Data flows seamlessly: an invoice gets captured, matched to sales, and payments scheduled without re-entry. Unlike shallow integrations that break, ours are robust, handling real-time updates even during order surges. One client synced their entire workflow in under a week, cutting month-end closes from days to hours.

Is this solution scalable as my ghost kitchen grows?

Yes, we build it to expand with you. Start with basic invoice capture for your current brands, then scale to handle more virtual kitchens or new suppliers. The AI learns from your patterns, improving accuracy over time—like getting better at spotting seasonal produce price hikes. It's not rigid; we can add features like multi-location support without starting over. Ghost ops we've worked with doubled their volume and saw the system adapt flawlessly, maintaining efficiency.

How secure is the data handling for sensitive vendor info?

Security is non-negotiable in food service, where invoices hold details on suppliers and costs. We use enterprise-grade encryption for all data, with role-based access so only approved team members see approvals. Compliant with standards like GDPR and PCI for any payment ties. Files are stored in secure clouds, auditable for compliance checks. In practice, this means your produce vendor contracts stay protected, even if shared across shifts—no breaches, just peace of mind.

What's the timeline for implementing this in our kitchen?

We move fast but thorough—typically 4-6 weeks from discovery to live. Week one: map your invoice flow, like handling rental bills alongside food deliveries. Weeks two-three: build and test the AI prototype with your sample data. Final weeks: integrate, train your team (even quick sessions during off-hours), and launch. Post-go-live, we monitor for tweaks. One ghost kitchen was processing live invoices in under a month, transforming their back-of-house ops without disrupting service.