Inventory: ingredients, recipes, orders and stock counts

Who it's for: Owners and managers · about 8 min to read

Once recipes are in, every sale at the counter and on the QR menu takes ingredients out of stock, and you get a warning before you run out.

Set it up in three steps

1. Add ingredients. In Inventory, tap Start with the café list for 15 common items, or add your own. For each one set the unit (use the smallest one you measure in, like g or ml), the cost per unit, a Warn me at level and a Usual full level.
2. Count what you have. Open Stock count, tap Start a count, enter what is on the shelf and tap Finish and update stock.
3. Add recipes. In Recipes, tap Set recipe on each drink. Add what every size uses (18 g beans), then use the size buttons for what changes with size (milk, cup). Add-ons like oat milk get their own recipe.

Every day

• Waste: spilled milk or an expired pastry? Tap Waste on the item and pick a reason.
• Deliveries: in Purchase orders, tap Receive delivery, check the amounts and prices and tap Add to stock.
• Running low: low items show on the Dashboard, in the daily sales email and at the top of Inventory.

Reordering

1. Add your Suppliers and link each ingredient to one.
2. Tap Draft from low stock. We make one draft order per supplier, topping each item back up to its usual level.
3. Check it, tap Mark ordered, and copy the order text into Viber, Messenger or email. We never send anything to your supplier for you.
4. When it arrives, tap Receive delivery. Stock and costs update by themselves.

Costs and margins

The Recipes tab shows what each drink costs you to make and your margin. Most cafés aim for 65–75% on drinks; anything under 60% is shown in red.