How Opsi + GoTab Streamline Invoice Management, Costing, and Inventory for Modern Kitchens
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Managing invoices, tracking ingredient costs, and keeping recipes accurate can strain even the most well-run kitchen. That’s why the integration between Opsi and GoTab is designed to simplify everything surrounding purchasing, inventory, and recipe costing—all while keeping data clean, connected, and continuously up to date.
Together, the two systems automate the most tedious back-office workflows so operators can focus on higher-value activity: writing recipes, counting inventory, and running great service. Here’s how the process works from start to finish.
1. Capture Invoices—Any Way You Receive Them
Opsi accepts invoices in every format operators use, including:
- EDI feeds
- Photos captured from the mobile app
- Scanned PDFs
- Email attachments
Once an invoice enters the system, Opsi’s optical character recognition (OCR) automatically extracts key information such as item codes, vendor names, package units, prices, quantities, and purchase subtotals.
Unlike many automated systems, Opsi keeps a human in the loop, ensuring every OCR-captured detail is verified for accuracy.
2. Intelligent Vendor + Item Mapping
Each line item on an invoice becomes a vendor item, which is then mapped to the corresponding ingredient in your recipe database. For example: When you purchase a case of Coke made with cane sugar, Opsi ensures it maps specifically to your database’s “Coke (cane sugar)” item—not just a generic label.
This mapping is fully maintained over time, even if:
- SKUs change
- Vendors substitute products
- You switch suppliers
- Packaging formats vary
Opsi continuously reconnects the dots so operators never need to manually fix broken links between purchased goods and recipe ingredients.
3. Automatic Unit Conversions and Costing
Once an invoice line item is mapped, Opsi calculates granular pricing:
- Cost per case
- Cost per bottle
- Cost per milliliter or gram
These conversions power more accurate recipe costing and inventory tracking. For operators who use detailed measurements inside recipes, this precision ensures menu costs reflect true ingredient usage—not outdated averages.
4. Syncing Chart of Accounts for Back-Office Accuracy
Opsi also syncs with accounting platforms like QuickBooks Online and Xero, pulling in your chart of accounts and mapping category-level detail automatically.
When invoices export to your ERP, they include:
- Category assignments
- Itemized line data
- Invoice photos for documentation
This keeps financials clean and reduces month-end reconciliation work for accountants and operators alike.
5. Connecting to GoTab for Real-Time Sales & Depletion
Once ingredients, recipes, and vendor items are mapped correctly in Opsi, GoTab brings the other half of the data picture together: sales and real-time product movement.
Every GoTab order—whether placed from a handheld, kiosk, QR, or counter—triggers:
- Decrements against inventory
- Updates to theoretical on-hand counts
- Visibility into cost swings
- Category-level spending summaries
This integration allows operators to see food cost percentages anchored against actual sales from GoTab’s POS data, producing more accurate profitability reporting.
6. Inventory That Reflects Reality
Opsi uses the classic formula:
Beginning Inventory + Purchases – Sales – Waste = Theoretical On-Hand
Because data from both systems aligns—invoice costs, ingredient mapping, recipe structure, and real GoTab sales—the resulting theoretical counts become significantly more accurate.
This helps operators:
- Identify variances
- Spot shrinkage or miscounts
- Improve purchasing decisions
- Train new managers
- Reduce food waste
Theoretical reporting is particularly powerful for “keeping young managers honest” during order cycles because it shows what should be on the shelf versus what’s actually observed.
7. Continuous Insights Into Cost Swings and Vendor Comparisons
The integration also provides powerful reporting, such as:
- Ingredient price fluctuations
- Recipe cost changes over time
- Category-level performance
- Vendor cost comparisons
- Real-time profit margins tied to GoTab sales
You can drill into any item to see historical purchases, price-per-unit changes, or vendor-level differences. This insight helps operators make smarter buying decisions and maintain more stable margins.
Why Opsi + GoTab Makes a Difference
Together, the integration removes manual work, reduces administrative errors, and ensures that every recipe, order, cost, and inventory count stays linked from end to end.
Operators get:
- Accurate invoice data
- Automated accounting sync
- Real-time sales depletion
- True theoretical inventory
- Granular recipe costing
- Faster monthly close
- Smarter vendor management
And most importantly—more profitable, more predictable F&B operations.
If you’d like help turning your back office into a streamlined, fully connected system, I can help you craft the accompanying case study, landing page, or marketing assets.
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