The product
See where the drink money goes. Then get it back.
Counting bottles tells you what is on the shelf. BevMatrx AI tells you how much never reached the register, what caused it, where your cash is stuck in stock that will not sell, and which single action tonight is worth the most money.
Read only connection to your point of sale solution. Nothing BevMatrx AI does can change your menu, your prices or your open checks.
01 · Reconcile
One number the bar and the finance team both trust
BevMatrx AI compares what your tills sold against what actually left the bottles, product by product and venue by venue. Not a monthly estimate stitched together from four exports that disagree. A running figure built from your own tickets and your own invoices.
- Sales, drink variations, voids and discounts pulled continuously from your point of sale solution
- Purchases costed from invoices, with OCR confidence per line
- Every drink costed to the exact measure, repriced whenever a supplier price moves
- Stock counts booked area by area, then locked so the history stays comparable
The reconciliation identity
Every line traces back to a ticket, an invoice or a signed count. That is what turns the bottom line from an accusation into an argument you can win.
02 · Name the leak
“We’re losing money somewhere” is a question. This is the answer.
The missing money gets split into six named causes, each with a venue, a shift pattern, an owner and a dollar figure. Theft is named last, deliberately, and only after everything with an innocent explanation has been measured and taken off the total.
Heavy pours
Free-pouring and untrained closes. It concentrates on particular shifts and particular people, which is exactly why a group-wide number hides it.
Drink variations nobody costed
Doubles, top-shelf swaps, tall pours and splits that the recipe never accounted for. The most common cause of money that looks missing but never was.
Comps and voids outside policy
Logged in the till, but never checked against what actually left the bottle. A comped drink empties the bottle exactly like a sold one.
Spill, breakage and waste
Real, expected and worth measuring so it stops absorbing blame for everything else.
Recipes that drifted
The spec says 1.5oz. The bar builds it at 2.0oz because that is how the last GM liked it. Thirty-three percent more product in every glass, and nobody wrote it down.
Theft
Whatever is left once the other five have been measured and subtracted. Naming it last is what makes the conclusion hold up.
03 · Recover
The bottles gathering dust in one venue are selling out in another
A corporate allocation split evenly, a seasonal cocktail that did not land, a buyer who took the deal on twelve cases. BevMatrx AI spots the bottles going stale, checks whether another venue is selling them, and raises the move with a request, a route and a paper trail.
- Slow-moving bottles ranked by the cash tied up in them, not by how many are sitting there
- Bottles heading for trouble flagged while there is still time to sell them
- Moves suggested only where the receiving venue is genuinely selling that product
- Approval workflow, inventory updated on both sides, full audit record
04 · Score and report
Fair to managers, comparable across venues
Every location and manager gets one score, built only from things they control: drink cost against their own target, money that went missing, how accurate their counts are, comps discipline, and whether they acted on slow stock.
- Location and manager scorecards on a single comparable scale
- A rolling twelve-month picture of what the bar earns: sales, cost of goods, margin, and money unaccounted for
- Plan versus actual on sales, category mix and the drink-cost target you set
- Scheduled exports for the finance pack, without a manual pull
Alert thresholds
Set from what your own history actually looks like, not a fixed industry number. A group already running tight gets tight alerts. A group starting rough does not get four hundred notifications in week one and switch them all off by Friday.
Onboarding
Ten steps. Three phases. Roughly forty minutes.
Every step turns something on, and every step tells you what you get for doing it. Skip anything you are not ready for. It goes on a to-do list, and nothing on that list stops you going live. Setup stays available afterwards so you can see at a glance what is still outstanding.
Phase 1 · Foundation
01 Organization · 02 Locations · 03 Team & mobile
Group structure, fiscal calendar, pour units and currency; the venue table with CSV bulk import and regional grouping; role-based invitations with a visible permission matrix, QR install and magic-link auth so nobody types a password behind the bar.
Gives you multi-location structure, access control and counting capacity on the floor.
Phase 2 · Data in
04 Point of sale · 05 Inventory & invoices · 06 Drink recipes
The three streams that make the maths possible: sales, purchases and recipes. Your point of sale solution connects with one authorisation and is read only. Invoices arrive as files or photos and come back costed. Recipes are AI-matched with a confidence score and a review queue for the ambiguous.
Produces the reconciled pour. Coverage target is 90% of beverage sales dollars behind a confirmed recipe.
Phase 3 · Operating model
07 Counts & pars · 08 Plans & targets · 09 Alerts & admin · 10 Open workspace
The opening count that every future variance is measured from; planned sales and pour-cost ceilings per venue; alert thresholds seeded from your own backfilled data rather than fixed constants; then go-live with a setup scorecard and a punch list of anything you skipped.
Delivers measurable targets, alerting and the first variance report.
Administration & controls
Built to survive a finance review
SSO and 2FA
Single sign-on, and two-factor enforced on admin roles.
Six roles, one matrix
Group admin down to counter, with venue-level scoping and a permission matrix you can actually read.
Full audit trail
Every count, adjustment, transfer and threshold change is attributable and timestamped.
Period locking
Close a period and it stops moving. Variance history stays comparable.
Retention and export
Configurable retention, session timeout, and scheduled CSV export of your own data.
Read-only connections
The point of sale connection is read only. BevMatrx AI cannot change your menu, your prices or your open checks.
Start with one location. Free.
Connect your point of sale solution, do one opening count, and see exactly what that venue is losing inside a week. No card, no contract, no setup fee on your first venue.