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Central Purchase, F&B Restaurant Inventory Management System / Software

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One-Stop, Centralised Purchasing — Zero Inventory Gaps

Apart from supporting multiple purchase models, FOODIVAL also provides an F&B inventory management system that fits brands of all scales to optimize their day-to-day operations. Whether it’s a single-store or enterprise-level centralised purchase model, FOODIVAL F&B inventory management software allows clearer front-to-back visibility into each outlet’s stock related data and enhances inter-departmental collaboration. 

Through FOODIVAL’s one-stop restaurant inventory management system, your central purchasing team can consolidate requisitions from different outlets and approve orders in one go. What’s more, our F&B inventory management system makes it convenient for the team to track changes in stock level across different outlets, as well as to monitor food costs and balances in a single consolidated platform without relying on error-prone Excel processing or handwritten stocktakes. From now on, your team no longer needs cumbersome data collection or repeated data entry, significantly reducing manual errors while standardising inventory management in a fully digital process.    

In addition, FOODIVAL restaurant inventory management software incorporates AI-driven invoice reconciliation feature that enables auto-matching of each outlet’s purchase orders (POs) with GRNs data to help you spot discrepancies at a glance. With FOODIVAL’s real-time requisition and inventory data, your purchasing and finance teams can perform more in-depth analysis for better decision marking while keeping good track on stock and cost trends. Our F&B inventory management software can save you up to 70% of working time spent on invoice reconciliation and stock management, while strengthening data foundation required for more informed decisions.    

Manual integration of PRs is prone to errors!

We have to work all night to reconcile the delayed PRs and good-receiving records!

Operational Pain Points: Stop the Guesswork with F&B Inventory Management Software!

Pain Point 1: No Standardised Ordering Format

Manual Data Extraction Risks Omissions

Without an effective F&B inventory management system, your central purchasing team needs to collect and consolidate order requisitions (PRs) from different outlets, typically by copying order details manually from WhatsApp group, before placing orders with suppliers.
This error-prone process not only consumes significant time and effort, but also makes central management reactive and error prone, weakening cost control and operational efficiency.

Pain Point 2: Low Reconciliation Efficiency

Operational Data Lagging with Slow Decision-Making

The central purchasing team often needs to collect order details and relevant supporting documents, such as supplier invoices, GRNs and handwritten records, from each outlet manually without a comprehensive F&B inventory management software. This process is extremely time consuming but essential for the team to track outlets’ inventory changes and perform reconciliation. However, without proper F&B inventory management software, records collected from the frontline are often incomplete, delayed or out of date which prevent the purchasing team from getting timely and up-to-date information. Ultimately, this affects the reconciliation accuracy, cost control and decision making.

Paint Point 3: Poor Team Collaboration

Inventory Blindspot Creates Operational Chaos

Lacking a consolidated restaurant inventory management system to unify and standardise inventory and purchase-related work across front-to-back operations, data is scattered across various channels such as communication apps, paper invoices and Excel files, which prevent management from gaining a comprehensive and holistic view of operational data.
As the number of outlets grow, the central department has to spend weeks or even months to consolidate dispersed data without an integrated restaurant inventory management software, making it difficult to track real-time inventory levels, consumption or abnormalities for carrying out timely restocking plans and eventually reduces operational efficiency.

A Centralised F&B Inventory Management System
Manage Your Orders in One Go

1. One-Stop, Centralised Purchasing & Inventory Control

FOODIVAL’s F&B inventory management software helps you collect and consolidate all purchase requisitions in one powerful platform, giving you full control over approvals, ordering and stock monitoring across outlets in one go. Instead of handling outlets’ requests separately, our F&B inventory management system allows you to manage all requests and related matters in a single platform without dispersing data, ensuring greater consistency and efficiency. 

Moreover, our restaurant inventory management system allows your purchasing team to flexibly adjust outlets’ requested quantities based on actual inventory levels. Upon confirmation, the orders can be sent to suppliers via WhatsApp, e-Fax or email, preventing missed orders and under or overstock issues by reducing error-prone manual operations and data copying. Meanwhile, frontline staff can easily check order status, amendments or stock levels via our restaurant inventory management software. This strengthens collaboration between the backend and frontend with more transparent and connected workflows. 

2. All-In-One Supplier Management with Integrated Inventory Data

Apart from stock monitoring, FOODIVAL F&B inventory management system also provides powerful supplier management features. All supplier-related information, including supplier names, delivery schedules, cut-off time, product prices, MOQ and more, can be consolidated into a single platform with our F&B inventory management system for easier management. You can flexibly track product price history, usage patterns and stock trends, making it easier for you to compare data and make better purchasing decisions.

To further automate your workflow and reduce manual processing, FOODIVAL F&B inventory management software also offers an “auto-select” function that automatically compares suppliers’ offerings and selects the lowest priced options for you.  

3. Strengthened, More Synchronised Inventory Management Data

All delivery records submitted by frontline staff via FOODIVAL restaurant inventory management software are instantly saved and synchronised with the backend. Based on the actual quantities received at each outlet, FOODIVAL automatically updates inventory levels, preventing discrepancies caused by handwritten records or Excel-based processing.

In addition, the central purchasing team has access to each outlet’s records, such as GRNs, product photos, supplier invoices and other supporting documents to support faster and more accurate reconciliation through our F&B inventory management system. This automated and integrated management greatly reduces manual data collection and consolidation, enabling your team to refocus on what matters most – inventory analysis and optimisation for enhanced efficiency and cost control.  

 

AI Reconciliation Process
by Our Restaurant Inventory Management System

Auto-Capture Invoice Data for Error-Free Operations

FOODIVAL’s integrated F&B inventory management system not only gives your purchasing team seamless access to each outlet’s ingredient restocking and receiving records for easier reconciliation and cost calculation by replacing time-consuming manual comparison as well as matching.

With the incorporation of the latest AI technology, our F&B inventory management system has evolved into an intelligent platform with minimal manual input. Our restaurant inventory management system can automatically capture supplier invoice data and verify it by cross checking order and inventory records, effectively streamlining your daily workflow by saving significant time and effort on data entry and consolidation while minimising human errors.

Accelerate Reconciliation, Spot Discrepancies Instantly

To minimise data entry in your day-to-day workflow, FOODIVAL’s restaurant inventory management software can capture invoice details and automatically cross check them against order details within the system, so as to help you identify discrepancies or abnormalities immediately, such as any mismatched items, quantities or unit prices.

Through the automatic reconciliation process performed by our F&B inventory management system, you can obtain more precise inventory trends and relevant cost insights while enhancing accuracy and efficiency in reconciliation work. Noticeably, FOODIVAL’s F&B inventory management software can help you save up to 70% of reconciliation time, enabling you to refocus on your core priority – optimising inventory management. 

FOODIVAL Restaurant Inventory Management System Has All You Need

1. One-Stop Purchasing Platform Facilitates Growth

FOODIVAL’s highly scalable and comprehensive restaurant inventory management system can flexibly adapt to different operational needs. Whether you are planning to expand by outlets or by brands, our restaurant inventory management software offers everything you need in operating multiple-brand and outlet strategies.

From inventory management to purchasing and receiving, FOODIVAL’s F&B inventory management software provides all-in-one support across the entire operations. Our purchasing module can integrate all inventory and order-related data for centralised management to satisfy diverse operational and inventory needs. With a single F&B inventory management system and platform, you can standardise your restaurant workflows while improving operational consistency, while strengthening synergy across all departments to support rapid business growth.

2. Strengthened Central Control Gives Clearer Data Visibility

Every task done through FOODIVAL’s F&B inventory management system is recorded in the platform and instantly synchronised with the backend to enhance data exchange and transparency across front-to-back-end operations. This clearer visibility and accessibility of operational data not only enhance inter-departmental collaboration and maintain consistency in operations, but also improves accuracy in inventory management.

Besides, with the help of FOODIVAL’s F&B inventory management software, it is beneficial for the central department to track frontline’s operations, purchasing costs and stock level, providing deeper insights for formulating better purchasing strategies.

3. Better Price Comparison Allow for Smarter Purchases

With FOODIVAL F&B inventory management software, you can not only centralise and manage your supplier information, but also establish a database consisting of price history for conducting more accurate and reliable price analysis. Backed by a complete, reliable and real-time database, our restaurant inventory management can help you compare supplier prices and assess product quality more effectively, strengthening food cost control over time.

Moreover, FOODIVAL F&B inventory management software has a built-in supplier rating system that allows frontline staff to leave feedback and remarks on different suppliers’ service and performance. These insights can serve as valuable references for you to evaluate, screen and select the most suitable suppliers to support sustainable growth. 

4. Smart Inventory Alerts Makes Purchasing Easier than Ever

FOODIVAL’s F&B inventory management software helps build a complete record and supports automated stock management. With smart monitoring and alert functions, including minimum stock level, maximum stock level and expiry reminders, management can keep track of stock at all times, making inventory management more precise.

Also, by eliminating manual estimation or experience-based decision making, your team can easily decide your restocking plans with FOODIVAL’s F&B inventory management system. Data-driven strategies help you maintain a more stable supply, reducing unnecessary purchasing costs or ingredient wastage while significantly improving overall inventory management efficiency.

Client Success Stories of FOODIVAL’s Restaurant Inventory Management Software

Hear what clients have to say about
our F&B inventory management system!

Less Manual Work. More Control

Before Digitalisation
After Digitalisation

Success Story 1:

Background

Centricity is an exclusive membership-based lifestyle and work platform under Hongkong Land targeting Grade A office tenants in Central offering a wide range of high-standard facilities and service, from full-day restaurant, event space to flexible office solutions and more. Leveraging its prime location at Central, Centricity targets high-end business clients and aims to transform its traditional restaurant inventory management from extensive manual operations to standardised and transparent data-driven workflows. For ingredient management, Centricity’s team hopes to track the usage, cost and wastage of different items more precisely while optimising menu and cost-related decision making through the adoption of an effective F&B inventory management system. 

Attracted by the system’s industry-specific features and highly flexible design, Centricity has chosen FOODIVAL restaurant inventory management system as its partner to manage their day-to-day operations from daily purchasing to stock taking and inventory management in a more cost-effective and streamlined manner. FOODIVAL also supports inventory management related reporting and analysis, helping management to effectively monitor cost trends and improve overall restaurant operational efficiency. 

Before Digitalisation

Why does Centricity need digitalisation to improve its inventory management? 

Despite offering dining services of international standards at a prime location in Central, Centricity still relies heavily on traditional and manual workflows in its daily operations, which makes it difficult to support its diverse operational and business needs. In addition to manual workflows, Centricity’s inflexible inventory management and limited reporting capabilities can no longer support its ever-changing operational needs, especially for special occasions like banquets and special events: 

  • Without a proper F&B inventory management system, the team initially managed ingredient purchasing and stock with Excel, including consolidating quotations from suppliers, comparing prices and calculating costs manually, making the entire workflows error prone and time consuming. The high reliance on manual processing also weakens management control over inventory and cost. 

  • Centricity is looking for a more flexible and cost-effective restaurant inventory management software that can effectively handle and streamline requisition tasks, such as ordering, price comparing and reporting, in a fully digital way as the number of events and clients continue to grow. 

After Digitalisation

Working alongside Centricity, FOODIVAL F&B inventory management system drives digitalisation through the following key areas: 

  • When a restaurant or event team submits a requisition (PR) via FOODIVAL restaurant inventory management system, it can automatically compare quotes from multiple suppliers for the same item, and select the lowest priced option. This automated feature of our restaurant inventory management system ensures the most competitive costs while reducing cumbersome manual item-by-item pricing comparisons. Also, our F&B inventory management software allows users to manually select suppliers based on different scenarios and operational needs, balancing both automation and flexibility in a single platform.  

  • FOODIVAL restaurant inventory management software supports “one product, one item code” approach for easier operations. Users can simply create one item code for each ingredient and apply it to multiple suppliers, making inventory management more centralized, efficient and easy to manage. 

  • FOODIVAL F&B inventory management system includes over 50 built-in reports that helps management to quickly grasp food costs, supplier proportions and price trends for each brand and outlet easily.

  • FOODIVAL F&B inventory management software makes stock management more traceable and compliant by recording complete purchasing and approval records. This helps reduce the risks associated with traditional communication channels such as verbal discussion, phone calls or text messages. 
Before Digitalisation
After Digitalisation

Success Story 2:

Background

Ichiran is a renowned Japanese ramen restaurant specialising in Tonkotsu Ramen (Pork bone noodles). Famous for its signature broth, Ichiran insists on having stringent and professional examination on every pot of broth cooked, from heat control to seasoning ratios, to ensure exceptionally high standards and consistent quality in every bowl of ramen. Since expanding to Hong Kong with three branches, Ichiran has attracted both local and overseas customers with its extraordinary flavour and dedicated cooking philosophy, making it one of the favourite Japanese ramen restaurants among Hong Kong diners.  

As Ichiran maintains extremely high standards for its broth and fresh ingredients, from tonkotsu and their secret sauce to various side dishes, precise inventory management and effective ingredient control are essential to ensure a stable and sufficient supply at each branch during peak hours. Therefore, accurate inventory control is a top priority in Ichiran’s operations. They have to closely monitor stock changes, from purchasing to delivery and stock handling, to ensure everything is clearly recorded under a standardized workflow. This practice helps produce products with guaranteed quality and speed, maintaining a consistent and excellent dining experience across all branches.

Before Digitalisation

Why does Ichiran need digitalisation to improve its inventory management? 

  • As Ichiran attaches great importance on broth and ingredient quality control, they apply strict requirements for purchase record keeping and report handling. However, without a professional restaurant inventory management system, they still mainly rely on Excel and manual records to monitor stock across different branches, which often leads to information delays and operational mistakes in purchasing, inventory management and expiry control. 

  • As the operation continues to grow in Hong Kong, Ichiran finds the existing Excel-based record-keeping and reporting approach can no longer meet the brand’s inventory management needs. It is common for situations like understock or overstock occurs during peak hours as the team is unable to track stock level across each branch in real time. This may lead to ingredient shortages, increased wastage costs and reduced inventory accuracy and reliability. 

After Digitalisation

Working alongside Ichiran, FOODIVAL F&B inventory management software drives digitalisation through the following key areas: 

  • After implementing FOODIVAL restaurant inventory management system, Ichiran has fully digitised their daily purchasing, good-receiving, stock-out and wastage records across all branches. All data is consolidated and managed automatically in a centralised database with reduced manual handling and reconciliation time.

  • FOODIVAL’s restaurant inventory management software enables Ichiran to track costs, usage and expiry dates by item and batch with ease. Through detailed reporting and analysis of each branch’s inventory performance, FOODIVAL’s F&B inventory management system also helps management to make more informed and accurate purchasing decisions, resulting in enhanced cost control and operational efficiency while preventing stockouts or expiry-related waste.

All for the Price of a Daily Coffee

FOODIVAL helps you take full control and gain complete visibility of your restaurant’s daily operations, from food cost to daily supply chain and stock management.

Let’s have a chat！

You Ask,
We Answer

About FOODIVAL F&B Inventory Management System & Software – FAQs:

1. Can the central purchasing team modify PRs submitted by outlets in FOODIVAL restaurant inventory management system?

Yes! FOODIVAL is more than just a purchasing platform — it is a comprehensive restaurant inventory management software tailored for the F&B industry. The central purchasing team can adjust each outlet’s PRs directly in the system based on real-time inventory levels, sales performance of each outlet and its overall purchasing plan. This helps the team better control the overall purchasing schedules and quantities to avoid overstock or duplicate requisitions. With this centrally managed workflow introduced by FOODIVAL F&B inventory management system, you can control inventory more accurately and flexibly while improving cost control. Also, our F&B inventory management software can link up front-to-backend data to support a unified and informed purchasing strategy and supplier negotiations, making overall inventory management more systematic and efficient.

Of course! Outlets can freely check the latest PR status and amendment history through FOODIVAL F&B inventory management system even if their PRs are modified by the central purchasing team. This feature of our restaurant inventory management system improves operational transparency and collaboration between departments. With real-time data synchronisation supported by FOODIVAL, frontline staff can have a clearer visibility into the central team’s adjustments and decisions on inventory arrangements, keeping front-to-back operations and strategies on inventory and purchasing aligned. This restaurant inventory management software feature also helps reduce miscommunications and confusion while making stock management more standardised and data-driven.

Yes. FOODIVAL F&B inventory management system can be customized to fit your central purchasing and stock management process. It provides a multi-level PR approval workflow that enables you to configure different approval paths in advance, such as an approval path starting from the head chef, branch manager, regional manager, finance team up to central purchasing team. This feature ensures that all requisitions comply with your budget and company policies. Also, FOODIVAL restaurant inventory management system’s powerful data analytics capabilities help you make every purchase decision more precise and better informed, effectively reducing unnecessary wastage and avoiding additional costs. 

Yes. Once a PR is approved, FOODIVAL’s F&B inventory management system can automatically convert it into a PO and send it directly to suppliers through WhatsApp, e-Fax, or email based on your workflows. This automation effectively prevents missing orders or the human mistakes due to manual process while enhancing the centralised purchasing efficiency with a more standardised approach in a one-stop restaurant inventory management system like FOODIVAL. Moreover, we provide a wide range of reports and inventory monitoring alerts which helps you maintain a secure stock level and make your operations more predictable and traceable. 

Apart from uploading photos and documents related to supplier deliveries via their mobile phone, they can also comment on supplier’s performance, such as service, product quality and punctuality, via FOODIVAL restaurant inventory management software. Their remarks and feedback are directly synchronized to the backend for the central purchasing department’s review. This valuable feedback mechanism allows the central department to more comprehensively evaluate supplier performance and serves as an important reference for selecting long-term partners. In the long run, FOODIVAL F&B inventory management software assists you in building a more stable and cost-effective supply chain by systematically integrating data related to supplier performance and inventory, bringing inventory management to a new level.

Of course! FOODIVAL restaurant inventory management software is built for enterprise-level and chain F&B brands, assisting them in effectively centralising inventory management across multiple branches with a single platform. They can easily monitor stock levels and track purchasing details, such as centralised purchase orders, inter-branch stock transfers and stock allocation arrangements, in FOODIVAL. This enables a more macro, strategic and high-level inventory control while significantly reducing the risk of stockout or overstocking.

You can create a comprehensive and independent profile for each ingredient, covering essential details such as specifications, supplier information, requisition price, shelf life and storage requirements, in FOODIVAL’s F&B inventory management software. Supported by real-time inventory and stock movement records, your team can more easily track usage and expiry dates, reducing the risk of wastage caused by oversight while optimising overall food cost control and inventory management.

Yes. FOODIVAL F&B inventory management software can generate a wide range of reports by branch, ingredient category or individual ingredient, allowing management to easily compare inventory management and performance across different branches. For example, you can compare ingredient consumption rates, wastage levels and stock takes between different outlets to gain a clearer picture of each branch’s performance and weakness. With this reliable data, FOODIVAL restaurant inventory management system empowers you to identify the most effective operating and management approach that best suited your restaurant chain, enhancing overall operational efficiency.  

 

Of course! You can set minimum and maximum stock levels for each ingredient in FOODIVAL restaurant inventory management system. When the stock of an ingredient falls below the preset threshold or reaches its maximum stock capacity, FOODIVAL will automatically send an alert to remind you of the situations, making sure that you always keep up with the most up-to-date inventory. 

Yes. FOODIVAL restaurant inventory management system can be integrated with front-end POS sales or ordering systems to extract your sale data for updating inventory records in real time.  

Of course! FOODIVAL restaurant inventory management software can record transfer of stocks between the central kitchen and each branch with a clear tracking of semi-finished products or ingredient movement. This is particularly vital for clients that need to manage their stock in a centralized manner as FOODIVAL can assist you in easily tracking and effectively allocating your inventory, ensuring a consistent and traceable record across all branches, while making inventory management more systematic and transparent.

FOODIVAL F&B inventory management software helps you record the stock-in date and shelf life of each batch of ingredients in the system. With this useful information, we can generate a list of ingredients about to expire that enables you to better plan and utilise them. You can also record disposal of ingredients in FOODIVAL with the reason and quantity, giving management a clearer visibility into how wastage occurs. Our restaurant inventory management system helps them formulate strategies to address the problems more effectively, while improving overall inventory control.    

Yes. When you launch a new branch, FOODIVAL F&B inventory management software allows you to directly and conveniently duplicate the existing settings, including ingredient lists, recipes, inventory units and safety stock levels, to the new outlet. This not only speeds up the setup process for new branches, but also ensures that your inventory management and operations remain consistent across all outlets.

Yes! FOODIVAL is a highly scalable and flexible restaurant inventory management system that is well-suited for both large and medium-sized restaurants with just one or two branches. Even at this stage, FOODIVAL can support a complete purchasing and inventory management workflow with a wide range of comprehensive features, covering purchasing, stock control, stocktaking, cost analysis, wastage records and other day-to-day operations. As your business grows and expands into multiple brands or outlets, FOODIVAL restaurant inventory management software can scale with you flexibly based on a robust foundation, tailoring to your ever-changing operational needs while helping you develop a consistent and centralised management approach across all branches. 

Yes. While a new branch can start with the default or existing settings used by other outlets, FOODIVAL’s F&B inventory management system gives you the flexibility to easily adjust inventory parameters based on actual operating needs and conditions, such as sales volume, menu design and customer demand. You can easily fine tune key settings like safety stock levels, maximum stock limits, and restocking cycles within our restaurant inventory management software. With FOODIVAL’s F&B inventory management software, you can continuously optimize your inventory management strategy by using real-time operational data. This helps you build a restaurant inventory model that fits your business needs while staying aligned with your group’s overall inventory management standards.