Your stockroom, kitchen and purchasing are where money quietly leaks out of your hotel — one delivery note, one cocktail, one bottle of shampoo at a time. This module makes every stock movement visible without piles of paper or a dedicated back-office clerk: from the moment goods come through the door to the moment you approve the invoice for them. You see where the money goes — and your team knows you see it.
“Stock, bar, kitchen and invoices — no silent leaks”
Store, bar and kitchen are not one generic “inventory” — they are three working paths, each with its own people and its own economics. All three write to one ledger.
The three categories are never blended: delivery-note admin time, shrinkage and kitchen waste are separate calculator lines with their own assumptions.
If your delivery notes pile up in a stack and only get keyed into the system at the end of the week, your stock data is always behind reality. On top of that, suppliers' promotional items arrive under a different name every time, and every line has to be deciphered from scratch — so you end up needing someone whose whole job is copying paperwork.
Our solution. Hotel Ops processes the delivery note right where it appears: whoever receives the goods simply photographs it on their phone. The system reads the line items, recognises even the ever-changing promotional names and matches them to your product list by itself. All you do is review and approve — any doubtful lines are flagged honestly, never guessed.
If goods are received at your bar but never recorded anywhere, you don't really know what's in the stockroom and what's behind the counter. Cocktail costings sit separate from actual sales, and a surprise stock count is impossible — there's nothing to compare against. You spot the shortfall late, or not at all.
Our solution. Hotel Ops connects three things your hotel already has: incoming goods, drink recipes and till sales. Every item sold automatically deducts its ingredients, so the system knows at any moment what stock the bar should be holding. You can run a stock count on the spot — a staff member counts what's actually there, and you see the variance immediately.
If write-offs in your kitchen and buffet are still jotted down by hand in a paper logbook — no photo, no reason, no link to how many guests ate that day — you can't tell whether the amount written off is justified. And there's always the risk that more gets written off than actually spoiled or was used.
Our solution. Hotel Ops turns writing off into a simple action on the phone: the staff member records what is being written off and how much, picks a reason and takes a photo. Every day the system compares write-offs and sales against your dish costings and guest numbers — if consumption jumps outside the usual range, you know straight away, not at the end of the month.
If your buffet guests eat as much as they like — one puts away ten sausages, another just one — while purchases, write-offs and guest numbers each live in a different place, your breakfast cost stays a guess. You can't tell whether breakfast pays for itself at all.
Our solution. Hotel Ops calculates your breakfast cost automatically — from the delivery notes and write-offs already on record and the guest numbers in your reservation data. Every morning you see yesterday's cost per guest and how it's trending day by day; if the figure jumps outside the usual range, the system highlights it. No extra data entry — the number comes from work already happening in the kitchen and stockroom.
If your staff each dose cleaning products by their own feel and ordering happens only when something suddenly runs out, costs creep up quietly. Nobody knows what one cleaned room actually costs in chemicals.
Our solution. Every morning Hotel Ops works out from the day's cleaning plan how much product today's rooms objectively need, and issues it against that plan — with one tap on the phone. Actual usage is compared against the standard, and any overuse lands straight in your view. When stock approaches its critical level, the system drafts an order suggestion itself — all you do is approve.
If shampoo, soap and the other room amenities in your hotel are topped up by eye, then either your money sits in overflowing stock, or in a full-house week there is suddenly nothing to put in the rooms. Either way, you are paying for the fact that nobody does the maths.
Our solution. Hotel Ops knows the two things that make the maths precise: how many rooms are being prepared today and how many nights are already paid for ahead. From that it calculates how many amenities the coming weeks will need, compares this with the stockroom balance and shows you the date your stock will last until. As the limit approaches, it drafts an order suggestion itself — all you do is approve.
If invoices take the long road through your hotel — someone collects them from the post, keys them into the system, prepares the payments, sets them up in the bank, and someone else approves — every re-keying step is a chance for error: a wrong account number, a missed due date, an invoice paid twice.
Our solution. Hotel Ops collects invoices automatically — from email or from a simple photo — and reads the amount, account number and due date itself. The system checks that the account matches the supplier's usual one and that the invoice hasn't already been paid, then prepares the payment so that all you do is review and approve. No money ever leaves without your decision.