Restaurant and hospitality group operating system

A group with several restaurants, bars and a central kitchen runs on a dozen systems that do not talk to each other: the website and its enquiry forms, online store and gift vouchers, the bookings platform, point of sale at each venue, supplier ordering by phone and email, rosters, payroll, Xero, and a marketing tool. Head office sees the week's results days late, chefs over-order or run out, functions enquiries sit in an inbox, and marketing sends the same email to everyone.

An illustrative operating system for a hospitality group, with views for head office, venue managers, head chefs and marketing.

• Group dashboard: sales, covers, average spend, labour and food cost percentage per venue against target, updated through the day, with the AI's morning notes on what needs attention.
• Bookings and guests: today's bookings and covers by venue and sitting, large tables and VIPs, no-show risk, and a waitlist. Guest profiles bring together visits, spend, dietary needs and preferences.
• Functions and events: enquiries from website forms land in one pipeline (enquiry, proposal sent, deposit paid, confirmed, run sheet, completed). The AI drafts the proposal from the enquiry and the venue's packages for the events manager to approve, and builds the run sheet and kitchen order once confirmed.
• Purchasing: suggested orders per venue from par levels, bookings forecast and sales, grouped by supplier, approved by the head chef. Deliveries are checked against orders and price changes are flagged. Supplier invoices are matched and sent to Xero as draft bills for approval.
• Central kitchen and distribution: venues order from the central kitchen, production lists are built from those orders, and a delivery run is planned with what goes to each venue on which van. Venues confirm receipt.
• Stock, recipes and wastage: recipe costing with gross profit per dish (prices update when supplier prices change), weekly stocktake, wastage log with reasons.
• People: rosters per venue built against forecast covers, labour cost against sales, shift swaps and leave approvals, certificate expiries (responsible service of alcohol, food safety supervisor, first aid). Approved timesheets go to payroll.
• Food safety and compliance: fridge and freezer temperature logs, cleaning schedules, allergen matrix per menu, licence and inspection dates, maintenance requests per venue with priority.
• Marketing: guest segments built from bookings and spend (lapsed regulars, birthdays this month, function enquirers who did not book), AI-drafted email and SMS campaigns for the marketing manager to approve, and results by campaign. New subscribers from the website, online store and bookings flow into one list with consent recorded.
• Online store and gift vouchers: orders and gift voucher sales from the website, voucher redemptions at the venues, low-stock alerts on merchandise.
• Reviews: new reviews from the main sites in one place with drafted replies; a poor review raises a task for the venue manager.
• Guardrails: nothing is ordered, paid, sent to guests or posted publicly without a person approving it; payroll and bank payments stay in their own systems.

Roles: group operations manager, venue managers, head chefs, central kitchen manager, events manager, marketing manager, accounts.

Website and online store (Shopify, WooCommerce or similar), point of sale (Bepoz, Lightspeed, Square, SwiftPOS or similar), bookings and guest marketing platform, Xero or MYOB, rostering and payroll, email and SMS marketing, review sites, Microsoft 365. Exact connections are confirmed during discovery; see the integrations search for the systems we connect to.

Illustrative: designed from the workflows of multi-venue hospitality groups PBIT supports, not built for a specific business.