Blog
Articles on restaurant management, OCR and AI.
24 articles
The Reference Price: The Trick to Detecting Erroneous Invoicing
The reference price is the "what it should cost" figure you have in mind for each important product. Converting that implicit knowledge into explicit data in your management system is what separates restaurants that detect errors from those that pay invoices blindly.
Hospitality Inflation: What to Do When All Suppliers Raise Prices Simultaneously
When inflation accelerates, suppliers raise prices almost simultaneously, throwing your accounts out of balance. Here, we explain the three essential steps to take before adjusting your menu prices, and how to decide how much and how to pass on those costs to the final customer.
Excel vs Management Software vs Accounting Firm: Which is Cheaper Over 12 Months
The question isn't how much each option costs per month. The real question is how much each option costs you when you factor in team time, undetected errors, and the expense of not having data readily available. A practical comparison with figures over 12 months.
POS Ticket Retention: What the AEAT Says
The simplified tickets your POS system issues are tax documentation with specific retention periods. If you throw them away at the end of the day believing they don't matter, you're mistaken. Here, we explain what to keep, for how long, and how to do it digitally.
Centralizing Purchases Across Multiple Locations: Pros, Cons, and How to Organize It
When your group grows from one location to three or four, centralizing purchases seems like the obvious decision. Sometimes it is. Sometimes it wrecks operations because local flexibility is lost. Here, we explain when it's beneficial, when it's not, and how to do it without your head chef wanting t
How many years do you have to keep invoices in hospitality
The short answer is: more than you think and for more reasons than you think. Here we explain the legal deadlines that apply to a restaurant in Spain, where they intersect with practical reality, and how to transition from an overflowing filing cabinet to a digital archive without losing anything.
How much time an average restaurant loses to paperwork (and how to get it back)
If you spend more than three hours a week sorting invoices, filing delivery notes, and reconciling totals, you're not an exception. We'll tell you which tasks take the most time, what it costs to do them manually, and where to start automating.
Roles and Permissions: Who You Let Touch What as You Grow
As a restaurant grows, the owner can no longer personally review everything. The uncomfortable question arises: who should have what access? Here, we explain how to structure roles and permissions without paralyzing your team or losing control.
How to Detect a Supplier is Gradually Increasing Prices
Silent price increases are the most profitable tactic a supplier can use: small, gradual, and almost undetectable to the naked eye. In this article, we'll show you how to identify them using your own historical data, what practical signs to look for, and how to prevent them.
How to Negotiate Annual Prices with Your Beverage Supplier (with Template)
Annual negotiation with your beverage supplier is one of the most impactful on a restaurant's bottom line, and often the least prepared. We provide you with a data-driven negotiation template and a script for the meeting.
5 Common Errors in Manual Invoice Review (and Their Cost to You)
Manually reviewing supplier invoices seems like a simple task. However, there are five recurring error patterns in the kitchen and office that cost real money when they go unnoticed. Here they are, ordered by impact.
Invoice vs. Delivery Note: What Each Is For and Why Matching Them Matters
Your invoice tells you how much to pay. Your delivery note tells you what was delivered. If you only keep one of the two, you're leaving money on the table. Here, we explain the practical differences and why restaurants that match both documents catch errors others miss.
Weekly Reporting Per Location: Which KPIs to Monitor and Which to Ignore
Some restaurants don't look at anything until month-end, while others drown in daily reports. Neither extreme is ideal. Here, we explain which five KPIs are worth reviewing every Monday in a 15-minute meeting, and why.
Modelo 303 IVA: The Minimum a Restaurant Owner Needs to Know
Modelo 303 is the quarterly IVA declaration. If you manage a restaurant in Spain, your accountant files it, but you need to understand what it means. We explain key concepts, IVA rates in hospitality, and how to avoid costly errors.
Veri*factu: What it is and how it affects your restaurant in 2026
Veri*factu is the new framework required by the AEAT for invoicing software systems. If you issue invoices using software, you must comply. We explain what changes, who it affects, key dates, and what to do if you run a restaurant.
How to Calculate Real Food Cost with Last Quarter's Data
The food cost appearing in your profit and loss statement is rarely the real food cost. There are spoilage, theft, errors, products that come in but don't go out. Here, we show you how to calculate the real cost using the data you already have (invoices + sales) and how to detect the 'ghost food cos
Consolidated Cash Flow: The Key to Efficient Multi-Location Treasury Management in Restaurants
Managing cash flow for multiple restaurants is a complex challenge. Discover how a consolidated view allows you to anticipate needs, optimize liquidity, and make strategic decisions, transforming your treasury from a puzzle into a competitive advantage.
How long does it take a restaurant to digitize a month's paperwork
If you still do paperwork at the end of the month, you probably remember it as a multi-day nightmare. With OCR and automatic digitization, the same work is done in hours. We give you real times and how to optimize them.
How to Consolidate Accounting for 3 Restaurants Without Drowning
It's reasonable to have three locations and want to view the group as a whole. Doing it manually each month with three separate Excel files, however, can kill the project. Here, we explain how to structure a useful consolidation without turning it into a full-time job.
Signs It's Time to Switch Suppliers
Switching recurring suppliers can feel like a hassle. There are alternatives to try, minimum orders, and an operation that was more or less working. But there are signs indicating that the cost of not changing is greater than the cost of doing so. Here are the seven we've seen most often.
SII and Hospitality: What Invoices You Must Report to Hacienda in Real Time
The SII (Immediate Supply of Information) is the system that obliges certain companies to report their IVA ledgers to Hacienda almost in real time. If your restaurant invoices above a certain threshold or belongs to a group that is obliged, this applies to you. We explain it here.
Why Automatic Reconciliation Prevents Paying Duplicate Invoices
Paying the same invoice twice is one of the most common and expensive errors in the hospitality industry. It's almost always avoided with automatic reconciliation against delivery notes. We explain how a duplication slips through, how it's detected, and why it's nearly impossible to catch them all m
OCR for Hospitality: What to Ask For, What to Avoid, and How to Measure It
Not all OCR is equally good with fish market invoices and handwritten delivery notes. If you're evaluating tools, this article provides a technical checklist to avoid mistakes and the measurement criteria that distinguish professional OCR from toy OCR.
The Smart Digital Archive: Organize All Your Restaurant Documents in One Place
Discover how a centralized digital archive can transform your restaurant's document management. Instantly access invoices, contracts, and permits, saving time and minimizing errors.
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