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Friendly guides for restaurant teams using KitchenInvy.
Pick your role, follow the pictures and short steps, and learn the daily workflow without reading a thick manual. These guides focus on the day-to-day restaurant workspace for admins, managers, and staff.
For the teams who count, order, review waste, and run the restaurant.
These guides are written for tenant admins, managers, and staff. They focus on the day-to-day app pages and the habits that keep inventory trustworthy.
Restaurant AdminRestaurant Tenant Admin GuideSet up the workspace, invite the team, and keep the system clean.
Set up the workspace, invite the team, and keep the system clean.
Start here
Your first setup path
Confirm your restaurant name, logo, time zone, and theme in Settings.
Add suppliers, categories, and storage locations before loading many items.
Invite users with the right role: Admin, Manager, Staff, Accountant, or Read-only.
Add or import items with photos, units, costs, par levels, and locations.
Connect POS only when you are ready to map products and review menu cost.
Start With Settings
Settings is where admins prepare the workspace so the daily pages make sense. Set the restaurant details first, then build the lists your team will use while counting.
Good setup makes every page easier
Categories1
Suppliers2
Storage locations3
Team roles4
Open Settings.
Review Restaurant Profile and theme.
Add Categories such as Tea, Syrups, Dairy, Paper Goods, or Cleaning.
Add Suppliers such as Restaurant Depot, Sam's Club, local vendors, or delivery partners.
Add Storage Locations such as Storage Room, Walk-in Cooler, Freezer, Prep Area, and Bar.
Add Clean Item Records
A clean item record helps staff find the right product, count it correctly, and know when it needs to be reordered.
Item record checklist
Name and photo1
Count unit2
Cost3
Par level4
Open Inventory, then choose Add Item.
Add the item name, brand, category, supplier, and storage location.
Add the unit your team counts, such as case, bag, tub, bottle, or each.
Add current quantity, par level, cost, barcode, and a clear item photo.
Save, then use the item from Inventory, Stock Count, Order List, and reports.
Control Access
Give each person the access they need for their job. Staff should move quickly without seeing owner-only controls.
Role access in plain words
Admin sets up1
Manager reviews2
Staff updates3
Accountant reads4
Use Admin for owners or trusted operators who manage settings and users.
Use Manager for people who supervise counts, ordering, waste, and reports.
Use Staff for people who count inventory and submit waste.
Use Accountant or Read-only for reporting access without operational buttons.
For tenant-created usernames, keep a recovery contact email so the person can be identified safely.
Build A Weekly Rhythm
KitchenInvy works best when the team has a simple routine instead of waiting for month end.
Simple admin rhythm
Daily dashboard1
Weekly count2
Supplier order3
Report review4
Check Dashboard and Daily Tasks at the start of the day.
Use Stock Count by storage location before ordering.
Use Order List to plan what to buy by supplier.
Review Waste Log and approvals before reports are used for decisions.
Use Business Reports and Change Log for management review.
Keep it simple
Helpful habits for this role
Do not give everyone Admin access just because it is faster.
Use photos for items that look similar.
Keep par levels realistic and adjust them after busy or slow weeks.
Review the Change Log when numbers look surprising.
ManagerRestaurant Manager GuideRun the daily workflow, review exceptions, and help staff keep counts current.
Run the daily workflow, review exceptions, and help staff keep counts current.
Start here
Your first setup path
Open Dashboard for today's inventory health.
Use Daily Tasks to see what needs attention.
Start Stock Count by location before placing orders.
Review Waste Log records before they affect reports.
Use Order List and Business Reports to explain what changed.
Use Dashboard First
Dashboard is your quick check before you start chasing details. It shows stock pressure, order needs, and items that may need action.
Manager morning view
Low stock1
Order pressure2
Waste pending3
POS status4
Open Dashboard.
Review the owner snapshot and any active attention items.
Use Scan or Quick Update when you need a fast count change.
Move to Daily Tasks for the items that need follow-up.
Count By Location
Stock Count is built for walking the restaurant. Choose a storage area, count what you see, and save exact on-hand amounts.
Walk the room, then count
Pick location1
Match photo2
Enter count3
Save4
Open Stock Count.
Choose a location, such as Storage Room or Freezer.
Load the count list.
Match the item photo and name before entering a quantity.
Save counts before leaving the page.
Plan Orders
Order List turns current counts and par levels into a supplier-grouped buying plan. Use it before calling vendors or shopping.
Supplier order flow
Below par1
Suggested order2
Buffer3
Placed order4
Open Order List.
Choose a supplier or view all suppliers.
Review items below target and the suggested quantity.
Use buffer when you expect a busy period.
Mark the order as placed when the buying plan is final.
Review Waste
Waste Log helps make loss visible without blaming the person who reports it. The goal is better habits and better numbers.
Waste review
Reason1
Quantity2
Estimated loss3
Approval4
Review new waste records.
Check quantity, reason, notes, and estimated cost.
Approve records that are accurate.
Reject or correct records that need more detail.
Use reports to spot repeat patterns.
Keep it simple
Helpful habits for this role
Use Adjust for count changes; use Edit only when the item setup is wrong.
If an item is missing, ask an admin to add it or confirm you have permission.
Keep notes short and clear so reports are easy to trust later.
Coach staff to scan or count the item they are actually holding.
StaffRestaurant Staff GuideCount items, update quantities, and report waste without extra admin work.
Count items, update quantities, and report waste without extra admin work.
Start here
Your first setup path
Sign in with the account your manager gave you.
Use Dashboard or Daily Tasks to see what needs attention.
Use Stock Count when asked to count a storage area.
Use Adjust to update how much is currently on hand.
Use Waste Log when product is spilled, expired, damaged, or thrown away.
Sign In The Right Way
Some teams use Google, Apple, Microsoft, or Yahoo accounts. Some teams use usernames created by the restaurant. If you are not sure, ask your manager.
Two common sign-in types
Email provider1
Tenant username2
Manager reset3
Support if stuck4
If you use Google, Apple, Microsoft, or Yahoo, choose the matching sign-in button.
If you use a tenant username, enter the username and password your manager gave you.
If provider password recovery is needed, use Google, Apple, Microsoft, or Yahoo recovery tools.
If a tenant password needs reset, ask your manager or restaurant admin.
Update Counts
When you update a count, enter what is actually on hand now. Do not guess from memory if you can check the shelf.
Count update card
Find item1
Check photo2
Adjust quantity3
Save4
Find the item in Inventory or Stock Count.
Use the photo, item name, brand, and location to confirm it is the right item.
Choose Adjust.
Enter the current quantity.
Save the change.
Use Waste Log
Reporting waste helps the business understand what is happening. It is better to report it clearly than let numbers become confusing.
Helpful waste note
Item1
Amount2
Reason3
Short note4
Open Waste Log.
Choose the item.
Enter how much was wasted.
Pick the reason, such as expired, spilled, damaged, or prep mistake.
Add a short note if it helps your manager understand.
When To Ask For Help
Ask a manager when the item is missing, the unit looks wrong, the photo does not match, or you are not sure which item to update.
Quick help signs
Missing item1
Wrong unit2
Wrong photo3
Can't sign in4
Do not create duplicate items.
Do not change item setup unless your role allows it.
Do not ignore a confusing count.
Use Support only if your manager tells you to or you cannot access the app.
Keep it simple
Helpful habits for this role
Count what you see right now.
Use the correct unit, such as case, bottle, tub, bag, or each.
If two items look similar, check the photo and brand.
Good notes help managers fix the real issue faster.
Page names in plain words
A quick glossary for new users.
Use this section when someone is not sure which page to open. The names are kept short, but the job of each page should be easy to understand.
Dashboard
Your quick view of what needs attention today.
Daily Tasks
A focused list of operational items that need follow-up.
Inventory
The master list of items, photos, costs, par levels, and current counts.
Stock Count
The page used while walking a storage area and counting what is on hand.
Menu Costing
Recipe and menu product mapping for cost and margin review.
Order List
Suggested purchase quantities grouped by supplier.
Waste Log
A record of product that was spilled, expired, damaged, or discarded.
Business Reports
Owner and accountant views for inventory value, purchases, cost, waste, and changes.
Change Log
A history of important inventory and order changes.
Usage Variance
A comparison of expected use against current inventory signals.
POS Connection
The Square connection and sync area for supported plans.
Need help while learning?
Signed-in users should use the in-app Support button so the KitchenInvy team can see the page context. Users who cannot sign in can use the public support page.
Good setup makes every page easier
