Kibarai
Diagnostic →

Sector · Hospitality

You opened a restaurant, not a back office.

But the week goes on balancing the till, chasing paperwork, rebuilding the rota because someone called in sick, answering the phone mid-service and sending every confirmation and every menu by hand. None of it feeds anyone. And none of it can be skipped.

  • Next week's rota has already been rebuilt three times
  • Supplier invoices get keyed in one by one, when there is time
  • The costing you are using belongs to the previous menu
  • And when a party of thirty books, it all goes back to WhatsApp and paper
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Five things that eat your week and no customer ever sees.

The costing lies

Nine out of ten restaurants update the cost of their dishes once a year at most. Meanwhile the supplier raises prices, the menu does not, and the margin you thought you had is not there. A costing six months old can be understating the real cost of a dish by half.

The way out: every supplier invoice that arrives updates the costing. From once a year to every time you buy.

The phone in one hand and the mobile in the other

Thirty calls a day at two or three minutes each is more than an hour daily, almost always at the worst moment. And then there are the confirmations to send on WhatsApp, the menu to attach, the reminder the day before. All by hand, one at a time.

The way out: the booking handles itself, and the customer gets exactly what they should get.

Every large party is a file kept by hand

A company lunch for thirty is run in pieces: the quote in one place, the set menu in another, the allergens in a note, the final headcount that changes three times and the company invoice that has to be asked for separately. All correct and all manual.

The way out: the party is handled as one file, from the quote to the invoice.

Employment paperwork does not wait

The rota changes every week, people call in sick at the last minute and shifts get swapped between colleagues. Everyone clocks in every day, casual staff included. And if an inspection turns up tomorrow, every change has to be evidenced.

The way out: the rota rebuilds itself and the record is already made, with its trail behind it.

Empty tables cost nothing

A booking that neither turns up nor cancels is a table you did not bill and did not offer to anyone else.

The way out: a deposit taken at booking and the table released automatically if it does not arrive.

What we solve

What changes in your place.

Before · The costing is updated once a year

Dish cost kept current

Every supplier invoice that arrives recalculates the costing. When an ingredient goes up, you see it in the dish that uses it, not six months later.

Before · Confirming and reminding is done by hand, booking by booking

WhatsApp that works on its own

Confirmation on booking, the menu if you want it attached, a reminder the day before and an alert if anything changes at your end. With nobody writing a message.

Before · A party of thirty takes half a morning

The event, all in one place

Quote, set menu, allergens, headcount and billing details live together and update themselves when something changes.

Before · Purchase invoices are keyed in by hand

Read automatically into your system

They arrive by email, are read, classified against your chart of accounts and posted by company and by site.

What we can automate in your business.

Six areas, and in each one the detail of what stops being done by hand. You do not have to start with all of them: the diagnostic decides which one pays off soonest.

01

Recipe costing and dish cost

Each dish's cost reflects what it costs today, not what it cost when the menu was written.

  • Every supplier invoice that arrives updates prices and recalculates the costing
  • Cost and margin per dish, available whenever you want them
  • An alert when an ingredient rises and eats into a dish's margin
  • Separate costing per site when purchase prices are not the same

02

Bookings and WhatsApp notifications

The booking arrives, confirms itself and reminds itself, however it comes in.

  • Arrives by WhatsApp, web or phone, handled the same way in all three
  • Automatic confirmation on booking, with date, time, covers and how to change it
  • The menu or anything else you want attached, sent without writing a message
  • A reminder the day before, and an alert if something changes at your end
  • Table assigned against the real floor plan, moved when that helps
  • Deposit taken at booking and the table released automatically if payment does not arrive

03

Groups, events and private hire

What is handled today in pieces and over WhatsApp gets one place and one status.

  • A quote with a set menu and a price per head, generated from your own template
  • The party's deposit taken on confirmation, with its own cancellation terms
  • Headcount and allergens editable until the last day, with nothing to redo
  • Menu and terms sent by WhatsApp to the organiser, ready to forward to their people
  • Billing details collected at booking, so the company invoice is not a separate errand
  • A reminder of what is still owed once the event has passed

04

Voice agent

The phone stops competing with the floor during service.

  • Answers at any hour, including when you are closed
  • Takes the booking and records it as a person would have
  • Answers what is always asked: opening hours, allergens and directions
  • Hands the call to a person when it goes off script

05

Purchase invoices and suppliers

Supplier invoices stop being keyed in one by one.

  • They arrive by email and are read on arrival, with nothing forwarded
  • Classified against your chart of accounts and split by company and by site
  • Duplicate control before anything is posted
  • Price by supplier and by product, with its history

06

Rotas, staff and time records

The rota stops being rebuilt by hand and the employment paperwork stops piling up.

  • Shifts and rest periods against the real rules of your agreement
  • Recalculation when someone calls in sick or cover is needed
  • A daily time record for all staff, casual and part-year included
  • An audit trail of rota changes, so they can be evidenced if you are asked
  • A warning before the legal overtime limit is reached
  • Actual hours against planned ones, per person and per week
  • Staff cost for the service, next to what the service took

You do not need all of this. You need to know where to start.

No restaurant has all five problems at once, and none of them get fixed in one go. In 30 minutes we look at how you run things today and come out with one: the process that gives you back the most time, what it would cost to set up and when it would be running.

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