Optimize F&B inventory: Tips for restaurateurs

Stocktaking in the food service industry is often a necessary evil - time-consuming, error-prone and an unpopular task for many restaurateurs. However, a well-organized and optimized inventory can not only save time, but also make operations more efficient. From digital solutions such as an F&B inventory app to the clever reduction of stock levels, there are numerous ways to improve the process.

Find out how you can optimize your food and beverage inventory to have less effort and more control.

Digital support: using inventory software for the catering industry

One of the most effective methods for optimizing stocktaking is the use of a stocktaking software such as BarBrain. Instead of laboriously working with slips of paper and Excel spreadsheets, an F&B inventory app allows mobile recording via smartphone or tablet.

Advantages of digital solutions:

-Automatic calculations: Instead of estimating quantities or performing time-consuming calculations, an app provides precise values.

-Direct price comparisons: Purchase prices can be stored directly and updated automatically.

-Barcode scanning: Products are scanned instead of being noted down manually, which reduces errors.

-Weight recording: Opened bottles can be accurately calculated by weighing instead of being estimated.

Especially for hotels or larger businesses that work with extensive inventories, an App Inventory Hotel offers considerable relief.

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Clear structure: define and systematically record areas

Unstructured stocktaking often leads to chaos, duplication of work and errors. The solution: a clear division into different inventory areas.

-Beverage storage: spirits, soft drinks, wines, beers

-Cold store: meat, fish, dairy products

-Dry storage: flour, pasta, coffee

-Bar area: All open bottles, fresh goods for cocktails

-Consumables: napkins, cleaning agents, straws

Consistent division into areas allows employees to count stock in a targeted manner without getting in each other's way. It is particularly helpful if each area is assigned a responsible person.

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Less assortment = faster inventory

Many restaurateurs don't realize that they can speed up their food and beverage inventory by streamlining their product range.

-Reduce the drinks menu: Instead of offering 20 different gins, perhaps 5 high-quality brands are enough. This not only saves time during stocktaking, but also optimizes the use of goods.

-Revise the menu: Too many ingredients mean more stock checks. A more compact menu reduces the effort considerably.

-Optimize storage: If possible, food that is only rarely needed should not be kept in stock.

Fewer products not only means faster stocktaking, but often also fewer losses due to perishable goods.

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Regular and targeted inventories instead of once a year

A food and beverage inventory app can not only help with the key date inventory, but can also be used for regular partial inventories. Instead of taking a complete inventory once a year, it is a good idea:

-Daily quick checks for high-priced goods (e.g. spirits, meat, fish).

-Weekly inventories for the most important storage areas.

-Monthly total inventory to better analyze shrinkage and order quantities.

This tactic allows deviations to be recognized quickly and losses to be reduced.

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Better training for employees

The high cost of stocktaking is often due to employees not knowing exactly how to count correctly. An incorrect or inaccurate inventory can have serious consequences, e.g. incorrect orders or inexplicable losses.

Therefore, all parties involved should be instructed precisely:

-How are opened bottles valued? A half bottle of Aperol must be recorded differently than a full bottle.

-Which quantities are relevant? Grams, liters, quantities - uniform entries prevent confusion.

-How is a digital app used? Anyone using BarBrain or another tool should receive brief training.

Clear guidelines save time and prevent incorrect stocks.

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Coordinate purchasing and ordering with stocktaking

Many restaurateurs make the mistake of planning their orders independently of the inventory. This can lead to goods being ordered uncontrollably and stock levels exploding.

It is better to use the inventory data directly for order optimization:

-Use data analysis: Which products are consumed particularly quickly? Which ones are often left lying around?

-Define minimum and maximum stock levels: This prevents excessive storage and loss of goods.

-Set up automated orders: With software like BarBrain, reorders can be placed based on current stock levels.

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Conclusion: make stocktaking smarter, not harder

Stocktaking doesn't have to be a time-consuming task. With the right strategy, the effort can be significantly reduced:

-Use digital support with an F&B inventory app

-Specify clear areas and define responsibilities

-Streamline the product range to reduce the counting effort

-Carry out regular instead of annual inventories

-Provide employees with targeted training and eliminate sources of error

-Link inventory data with the ordering system to optimize warehousing

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Especially with digital solutions such as BarBrain or a specialized food and beverage inventory app, the entire process can be made faster, more error-free and more transparent. This leaves more time for what really counts: a successful catering business with a good overview of its inventory management.