Accommodation, hospitality and tourism

Know your wage and food cost percentages each week, not when the accountant rings

Wages and food take most of what goes through the till, and supplier prices move without notice. We build small systems that read your invoices and POS sales, keep rosters and staff records in one place, and take the routine admin off the owner after close.

1 · Where the money and the hours go

A full Saturday and a thin Monday

You did 140 covers on Saturday and the bank account still looks thin on Monday. The produce supplier has put cream and butter up again, and you only see it when the invoices are keyed in on Sunday night, by which time the dish has been underpriced for a fortnight. The roster was built from text messages, the wage bill is only checked against sales at month end, and when your sous chef is off you are on the pass and the paperwork waits. A function enquiry for thirty came in during lunch and was answered the next afternoon, by which time the group had booked somewhere else. For a motel or tour operator it looks the same with different details: commission to the booking sites, a quiet June, and a slip on the road that has you rebooking guests from your phone at nine at night.

A cafe, restaurant or accommodation businessTodayWith the software in place

Supplier prices and food costInvoices keyed in late, recipe cards costed once and never updated, and a price rise noticed weeks after it started.Invoices read and prepared for Xero, price changes against the last invoice flagged that week, and recipe-card costs updated from the latest prices for you to check.

Wage percentage and rostersRoster built from memory and text messages, wage hours compared to sales at month end or not at all.Availability, leave and shifts in one place, rostered hours shown against the week's POS sales, and suggested hours for quiet days based on your own history. The manager sets the roster.

Function, group and accommodation enquiriesAnswered between jobs, often the next day; deposits, final numbers and dietaries chased by phone.Routine questions answered from your own information straight away, details and dietaries taken down, and the booking held for you to confirm. A person always confirms allergies.

Staff paperwork and daily recordsContracts, visa dates, training and holiday records in several places; fridge temps and cleaning sheets filled in at close.Staff records, renewal and verification dates kept together with reminders, and daily checks prompted on a phone showing who did them and when. Your team still does the checks; the records do not make you compliant.

Getting paid on invoiced workFunction, corporate and wholesaler invoices go out late and get chased when someone remembers.Deposit and final invoices sent on time, reminders sent on schedule, and payments matched in Xero.

We cannot lower wages, rent or power, or bring customers through the door. We can put your own numbers in front of you each week and take the routine admin off the owner after close. Your team still does the checks and makes the calls.

Watch it happen Try it yourself

2 · Automate the process

Watch a restaurant booking from enquiry to paid

A company books a team lunch for twelve at a restaurant. Watch it go from the website booking to the payment matched in Xero, with a voice-over. Or have one written for your own business. The businesses, people and prices are made up.

Booking: the customer fills in the form on the website.
Chat: the AI assistant asks the questions a good office person would ask.
Plan: the chat becomes a job sheet with tasks, materials and a time estimate.
Quote: priced from the price list, approved by the owner, then sent.
Schedule: booked into the first free time and confirmed by the customer.
Updates: texts go out as the work moves.
Paid: the payment is matched to the invoice in Xero.

Try it yourself

Live demos set up for your kind of business

Each demo opens on an example that fits this page. They are illustrations: a business version needs your own rules, information and agreed connections.

Table bookings and questions for a cafe and restaurant

Ask a fictional cafe and restaurant for a table, mention an allergy, or ask about opening hours, and see what the assistant takes down. It is a typed enquiry demo. It is not the voice-ordering idea below or a connection to your reservation system.

Try it as a restaurant

Invoice inbox with a produce invoice

See a food supplier's invoice read, checked and prepared for your accounts.

Try the invoice inbox

3 · Stand apart

Then add something the others do not have

Once the routine work runs by itself, the same records can do more for you and your customers. These are possibilities we can scope around your operation.

A weekly numbers page from your own invoices and POS

Reads supplier invoices and your POS export and sends one plain page each week: which supplier prices moved, what your main dishes now cost to plate, and wage hours as a percentage of sales. The owner or manager decides what to do about it. It is a prompt, not a promise of savings.

Prep and roster suggestions for the next fortnight

Uses your own past sales, bookings, local events and the public weather forecast to suggest prep quantities and roster hours, so a quiet Tuesday or a wet long weekend is staffed for what is likely to come. Suggestions only; the manager checks them against what they know.

Direct enquiry and booking assistant for accommodation, tours and functions

Answers routine guest, group and function enquiries at any hour from your own information, takes down dates, numbers and dietaries, and holds the booking for you to confirm. It works alongside your existing channel manager or booking system. With guests' permission it can also follow up past guests, so some repeat bookings come direct.

Weather and road-closure messages

When a trip is called off or a road closes, it drafts messages to the affected bookings, lists who needs rebooking, credit or a refund, and keeps a record. Nothing is sent until you approve it.

Getting started

A sensible first project

For a café or restaurant, start with one workflow: daily food-safety records, a simpler order handover or a small voice-ordering trial using a limited menu.

For accommodation or tourism, begin with routine enquiries or guest requests. Choose one part of the operation that is frequent enough to test properly.

Questions

Questions before you start

Do we need to replace our POS or booking system?

We first check what your current tools support. A useful first project may sit alongside them.

Does a digital log make us compliant?

The software supports the checks and records in your food-control plan. Your business still needs to carry out the work and have the system checked against its requirements.

How would voice ordering handle special requests?

The staff member confirms the ticket. Allergy information and unclear requests need explicit confirmation; the system should never guess.

Can readings be recorded automatically?

Possibly, where suitable calibrated equipment and a supported connection match the monitoring method required by your plan. Manual checks and missing-data handling still need to be defined.

See all industries · See all live demos

Based in Nelson, working with businesses across Nelson Tasman and the top of the South. Meet the team