GastroApp manual

Real food cost, invoices and integrations

Import your till sales, compare what you should have used with what left the stock, read invoices and connect services.

11 steps · 6 min

1. 1

   Step 1. Turn on Real food cost in Modules. It needs Recipes: the cost per portion comes from the prices of your ingredients.

2. 2

   Step 2. Open Food cost, tab Sales and press Choose CSV file. Upload the sales file of your till. It needs a product, a quantity and a date column (amount is optional); separators ; , or tab are detected.

3. 3

   Step 3. If the file has no date, GastroApp asks which day the sales are from. If it cannot tell the columns, it asks you to choose them.

4. 4

   Step 4. Open the tab Match products. For each till product choose the recipe with Choose recipe (or accept the suggestion). It is remembered for the next files.

   The more units are matched, the more reliable the result. When not everything is matched, a warning shows the percentage that is.

5. 5

   Step 5. The tab Summary shows, for the Period you choose: sales, the theoretical food cost (what the sold dishes should use) and the real food cost (what left the stock).

6. 6

   Step 6. Alerts lists the products that left the stock far above what the sales explain. Theoretical vs real by product shows the difference product by product.

   The real cost needs stock movements: deliveries in, production and waste out. Without them only the theoretical cost is shown.

7. 7

   Step 7. Imported the wrong file? In Imported files press Remove to remove that import and its sales.

8. 8

   Step 8. Open Integrations in the menu (owner and head chef). You can connect OpenAI (reads supplier invoices with AI) and Resend (sends emails). Everything works without them; the till, accounting, messaging and payment connections are marked Coming soon.

9. 9

   Step 9. Invoices are read for free even without OpenAI: GastroApp reads the text of the PDF or runs OCR on the photo and prepares a draft. Always review every line before saving it into stock.

10. 10

    Step 10. In API keys (read only) you can create a key so your own tools (accounting, spreadsheets) read items, recipes and closed orders. Copy the key at once: it is never shown again. You can revoke it any time.

11. 11

    Step 11. Each item can have its own minimum stock: open Items and fill in the minimum stock field. Empty means the general limit (5) is used.

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