What are the benefits of stocktaking in the food service industry?

What are the benefits of stocktaking in the food service industry?

Stocktaking - the word alone makes many restaurateurs roll their eyes. "Time-consuming, boring, unnecessary, I don't do it," is often heard when it comes to stocktaking in the warehouse. Because many businesses are not legally obliged to carry out regular stocktaking, the topic is often postponed or even ignored altogether. But anyone who thinks that stocktaking is unnecessary is giving away money. So what are the real benefits of stocktaking, especially in restaurants and catering businesses? In short: quite a lot. From the determination of important key figures such as the cost of goods to the detection of shrinkage - regular stocktaking is an underestimated success factor in the catering industry.

In the following, we will show you why stocktaking is essential for economic success and efficient inventory management in the food service industry. You will also find out how modern digital stocktaking solutions for the food service industry, such as BarBrain, help to speed up and simplify the stocktaking process.

Inventory as the basis for economic success

Stocktaking means taking a complete inventory of a business - from the spirits in the bar to the food in the kitchen. This stock ties up a lot of capital, especially in the catering industry: goods lying on the shelf are money invested that only comes back in when the products are sold. An inventory provides a clear overview of all stocks and the budget tied up in them. For successful restaurateurs, this overview is worth its weight in gold, because only those who know exactly what stock is available and what the inventory is worth can make sound business decisions.

The inventory also provides the basis for key performance indicators. One example is the cost of goods sold ratio - the ratio between the consumption of goods (food, beverages) and the turnover generated. In order to calculate the cost of goods sold precisely, you need the opening and closing stock levels for a period. The inventory provides these figures. Regular stocktaking therefore helps to monitor and optimize the cost of goods sold. A restaurant that has its cost of goods under control can optimize the use of goods in a targeted manner - for example, by identifying and counteracting excessive purchasing costs or oversized portions. The result: lower costs and higher profit margins.

Of course, these benefits can only be realized if stocktaking is actually carried out on a regular basis. For this reason, catering businesses should plan stocktaking as a fixed part of their operations and involve their staff from the outset. If all employees understand the benefits of stocktaking and how it helps to improve the business, they will be more motivated to carry out the inventory carefully and quickly.

Uncovering shrinkage, theft and waste

Regular stocktaking makes it possible to detect irregularities in the inventory. Unfortunately, shrinkage occurs time and again, particularly in the catering industry - whether due to theft, spoilage or simply inaccurate work. If there are fewer bottles of wine on the shelves at the end of the month than were sold according to the sales statistics, something is wrong. Inventory discrepancies can have various causes: a broken glass, forgotten entries, but also theft by employees or losses due to improper storage.

A practical example: during stocktaking, a bar discovers that expensive spirits are regularly missing without the corresponding revenue having been recorded. With this information, the operators can take targeted countermeasures - such as staff training on portioning, stricter controls or the installation of security systems. Food waste can also be reduced through stocktaking. If perishable goods frequently expire in a restaurant and have to be disposed of, the inventory clearly shows this problem. Those responsible can then adjust order quantities or change recipes in order to use the ingredients in good time. In short: stocktaking creates transparency and protects against unnoticed losses that would otherwise directly reduce profits.

Efficient warehouse management in the catering industry

Regular stocktaking is also the basis for efficient warehouse management. If you know your stocks, you can optimize the ordering process: Exactly what is actually needed is purchased. Without stocktaking, there is a risk of either having too much in stock (which ties up capital and increases the risk of spoilage) or too little (so that in the worst case, popular dishes or drinks are not available).

Inventories allow restaurateurs to identify trends and consumption patterns. For example, the analysis of an inventory shows that a certain beer empties much faster in summer than in winter. With this knowledge, orders can be adjusted seasonally. It is also noticeable when a certain wine is hardly consumed - in this case, purchases can be reduced or the wine list can be adjusted to avoid stock-outs. An inventory also makes it possible to physically organize the stock. The "First In, First Out"(FIFO) principle is often applied: Older goods should be at the front so that they are used up first and nothing spoils. An inventory offers the opportunity to implement such organizational measures and thus make warehousing more efficient overall. In short: good catering stock management is based on reliable inventory data. This prevents overstocking, keeps the warehouse organized and the kitchen and bar team always has the ingredients they need to ensure smooth operations.

Digital inventory in the catering industry: inventory software for restaurants

Despite all the advantages, many restaurateurs shy away from the effort involved in stocktaking. Traditional stocktaking often means counting bottles for hours after closing time, lugging crates around, noting stock levels in cold stores and finally transferring everything to Excel spreadsheets. This is not only tedious, but also prone to errors - especially if opened bottles or open packs are estimated "pi mal thumbs". Fortunately, we are in the digital age: modern stocktaking software can drastically simplify and speed up the process. This also reduces personnel costs: where previously several employees were busy for hours, today it is much quicker - saving nerves and personnel costs.

Keyword digital stocktaking in the catering industry: stocktaking can be simplified considerably with special apps and software solutions. A practical example: a restaurant changed its inventory intervals from quarterly to monthly after switching to a digital solution. Despite frequent stocktaking, the overall time required was reduced - because the smartphone app recorded stock levels much faster than using a clipboard and paper. Items can be entered by barcode scan or via predefined lists. In the case of spirits, there is no need for uncertain estimates: Modern tools make it possible to precisely record the fill level of a bottle using a slider or even photo recognition. Sources of error are minimized and the results of the inventory are immediately available digitally.

Such inventory software restaurant solutions often offer even more: evaluations at the touch of a button, synchronization with merchandise management systems and export of data for accounting. This means that the restaurateur not only has less work to do during stocktaking, but also benefits from up-to-date stock data at all times. Orders can be automated if the stock falls below a defined threshold value. Reports show which products move the fastest or where conspicuous shrinkage rates occur. All this makes it easier to make the right decisions in a timely manner.

BarBrain.com - the digital inventory solution for hospitality businesses

When searching for suitable inventory software, it's easy to stumble across BarBrain.com. BarBrain is an inventory app specially developed for the hospitality industry and is already widely used in bars, restaurants and hotels. The motto: "The fastest inventory for food & beverage". In fact, BarBrain simplifies the stocktaking process enormously. With the app, employees can conveniently record the stock of drinks and food using a smartphone or tablet. Instead of laboriously weighing each bottle or estimating the contents, the fill level is simply entered using the touchscreen scale - the system automatically converts this into quantities and values. It is also possible to scan barcodes or select from stored product lists, which is a huge help, especially when there are many different ingredients in the kitchen.

The advantages are obvious: time savings, accuracy and overview. According to the manufacturer, stocktaking can be completed up to 70% faster with BarBrain than using conventional methods - a huge benefit for any team that doesn't want to spend hours counting after work. At the same time, digital recording increases precision: all data is immediately available electronically and typing errors or transposed figures are avoided. BarBrain also offers a connection to common cash register and merchandise management systems so that stocks and sales are synchronized. Reports and analyses can be called up at any time, for example to evaluate the use of goods or detect shrinkage.

Another practical advantage: the stocktaking team can work in parallel and can see in real time which areas have already been counted. No area is forgotten and double counting is avoided. In fact, over 1,000 restaurants already rely on BarBrain - from small trendy bars to large restaurant chains, users report significantly more efficient processes. It's worth giving this digital inventory solution a try for any hospitality business - from small bars to large restaurants.

Conclusion: Inventory pays off

Even if it sometimes seems tedious, the answer to the question "What are the benefits of stocktaking?" is clear: it brings control, cost savings and ultimately more profit. Regular stocktaking is a decisive success factor, especially in restaurants and bars. Whether to determine the cost of goods, to avoid losses or to optimize warehousing - stocktaking provides the data basis for all these areas. Companies that consistently take stock have a better grip on their figures and can react more quickly to problems. The result is lower costs, fewer surprises and smooth operations.

There is therefore no reason for restaurateurs to do without stocktaking. On the contrary: it is worth introducing a fixed inventory plan - whether monthly or even weekly for critical areas. And to keep the effort to a minimum, the use of modern tools is recommended. BarBrain.com is an excellent example of how a digital stocktaking solution can turn a chore into a pleasure. Anyone who wants to take full advantage of stocktaking should use such tools. This transforms stocktaking from an unloved extra job into a smart management tool that will boost the profitability of your restaurant business.