Smarter Week

How to automate it

How to automate “do stock counts or food inventory”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

60 min
typically, once a week
45%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Count stock with a phone or scanner that updates the system

Counting in an app by shelf or area, scanning barcodes, removes the count sheet and the typing afterwards. Stock levels in the system become reliable.

Typically saves about 40% of the time1 h to set up
  1. 1Set up count areas in the order you walk the store or kitchen.
  2. 2Use the counting app from your POS or inventory system on a phone or handheld.
  3. 3Scan or tap counts as you go.
  4. 4Submit and review only the big differences.

Tools: Toast, Square, Lightspeed, Clover or Shopify POS · MarketMan, Restaurant365 or xtraCHEF counts

Fix 2 of 2

Software feature

Let inventory software suggest orders, prep and recipe costs

Back-office tools link sales to stock, suggest order quantities and prep amounts, and keep recipe costs updated when supplier prices change.

Typically saves about 45% of the time4 h to set up
  1. 1Check whether your POS or back office already includes inventory (Toast xtraCHEF, Restaurant365, MarketMan, Craftable; for retail, Lightspeed, Square or Shopify).
  2. 2Load your items, par levels and suppliers.
  3. 3Use the suggested order or prep list and adjust it, instead of starting from scratch.
  4. 4Connect supplier ordering so orders go out from the app.

Tools: Toast xtraCHEF · Restaurant365 · MarketMan · Craftable · Lightspeed, Square or Shopify inventory

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Store / shift managerRetail associateRestaurant / kitchen managerChef / kitchen lead

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

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Other common tasks for Store / shift managers