In most venues, ingredients don't "disappear" because of theft — they disappear because nobody is tracking them: something was written off "by eye", something from an invoice never got entered, something was handed out without a receipt. Here are seven rules that make your stock transparent.
1. Every dish has a recipe card
Without recipe cards, your inventory has no idea how much of each ingredient should have gone into sales. The recipe card is the foundation for automatic write-offs and for finding losses.
2. Every delivery is recorded on the day it arrives
Enter incoming invoices right away, with purchase prices. That way your stock levels are accurate and dish costs are calculated from current prices.
3. Write-offs only with a reason
Spoilage, expiry, tastings, staff meals — every write-off needs a reason. The write-off report will show where you're losing the most.
4. Sales only through the register
Everything served to a guest has to go through the register — even a "compliment from the chef" at zero price. Otherwise your stock records and reality will drift apart.
5. Regular stocktakes
A full count once a month, and spot checks on expensive items (alcohol, meat, coffee) every week. Stocktaking in Goovii instantly shows discrepancies both in quantity and in hryvnias.
6. Transfers are recorded
If you have several locations, separate kitchen and bar storage, or a prep kitchen, every handover of ingredients is recorded as a transfer. That way you can see exactly where a shortage occurred.
7. Access rights
Not every employee should be able to write off stock, edit invoices or void receipts. Roles and permissions restrict these actions, and reports show who did what.
What you get
Real-time stock levels, accurate costs, visible losses and a clear reason behind every discrepancy. All of this comes with Goovii inventory management, which works hand in hand with your register. Try it free for 15 days.
FAQ
How often should a cafe do a stocktake?
A full count once a month, and spot checks on expensive items every week. That way you catch discrepancies while they can still be explained.
What should I do about a discrepancy after a stocktake?
First, check that all invoices and write-offs have been entered. If they have, compare portions against the recipe cards and look at who was working those shifts.
Can I manage inventory for several locations?
Yes. Each location has its own stock, and transfers of ingredients between them are recorded as transfers.