We're going to assume you're onboarding the full Pro plan: Sales, Recipes, Inventory, Invoice Automation, and Procurement.

To fully set up your account, we're going to need the following:

We want everything to show up in the system in a way that makes sense to you. We'll use your name for products, ingredients, recipes, etc.

We run a human-in-the-loop data-extraction flow to ensure we get the highest-quality data to start things off. The machines are amazing at matching, but just getting better at creation, so we want the source data to be solid.

This will start building your Catalog of Suppliers and Products.

On day one, we'll upload a couple of weeks or even months' worth of invoices to build out the Catalog.

Next, we'll create your recipes, ingredients, and menu items. You can do Steps 2, 3, and 4 in a single CSV, but we'll break it into multiple steps to show the process more clearly.

We use your language for the ingredients, so you don't have to deal with Supplier Product names, nobody wants to deal with:
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Supplier Product Name = CHICKEN THIGH B/LESS SKIN ON FRESH 130G/PCS

They usually use something more like:

Ingredient Name = Boneless Chicken Thigh

So we head over to the Recipes tab and click on "Import / Export CSV" and choose "download CSV template."

We'll create all the Ingredients first by adding the Name, Unit of Measure, and assign it as an Ingredient (those are the only required fields) and then upload it:
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If you already have an estimated unit cost for those ingredients, we'll add them in the "Target COGS" column.

If we know this is going to be an Inventory Tracked Item, ie: something you want included in your Inventory Counts (aka: Stocktakes), we'll indicate that now too.

Example of How We Use Ingredients

You can also create multiple versions of an Ingredient. Let's say you have and Ingredient called "House Red Wine" and you use it in a lot of different ways:

​Menu Items

Recipe = Ingredient for Drunken Pasta Menu Item

What Ingredients do we create?

What we love about this?

If you ever change your House Red Wine, you won't have to change a single recipe.

Not one.

You simply map the new Supplier Product to the House Red Wine Ingredient and start buying it.

That's it. Everything else will happen automatically.

What other Ingredients to Create?

Anything you count in a different format than you buy: wine, beer, spirits that you buy by the case and count by the bottle or proteins that buy by the case and count by the pound or kilo, etc.

Important note - you can always update these via CSV as well so don't worry if you get it wrong, it can be changed.

Next, we move onto the Recipes, but we start with the "sub-recipes," things that you make and use in other recipes, like sauces, or that you prep into a format you use often. In Foodrazor, we just call them all Recipes, but you can use Recipes in other Recipes or Menu Items.

For example, you make Red Pizza Sauce that you use in 10 different pizzas and you make it in 10 liter batches.

We're going to follow the same steps and create the Menu Items.

Here we're going to include the Sales Price and if you have a Target COGS ($ not %) you can add that, and if it's something you count, maybe a bottle of red wine, we'll indicate it's "inventory tracked".

By now, we should have all the things you count set up in the system, and we'll review your last stocktake/inventory count and get it set up in Foodrazor as your opening balance.

Let's set up Locations for stock counts. Locations are areas in your restaurant where you store items, such as the pantry, cellar, walk-in, line, back bar, wine fridge, etc.

We find that having a single list of 200 items to count is daunting, but having 5 locations with 40 or 50 items each is much more manageable.

Head over to the Inventory tab, choose Items, and next to the first product, you'll see a dropdown labeled "Location".

Create All Your Locations

We'll create all the Locations we'll use throughout the entire restaurant in this first product.

Don't worry if this Item belongs in that Location, because we're going to assign them via CSV again, but we need to create the Locations so they show up as options in our CSV.

Assign Locations and Count Order Via CSV

Create the Opening Count

We need a starting point in the system for your inventory counts and values and we'll do our first Count to get that set up.

This is the same flow you'll use when conducting Counts in the future as well.

After you've Completed each Location the Count will show as Completed.

Next, click into the Count you'll see your opening Total Inventory. The Change in Inventory and Cost of Goods Sold will always be $0.00 for your opening.

Check Your Work

Our goal here is to ensure that the Units are aligned. This is where Inventory is most likely to fall apart.

If you were counting Cases of Wine and now you're counting Bottles of Wine, it's going to throw your numbers all out of alignment so be sure to do a sense check.

If needed, we'll create new Ingredients for Inventory. We'll run through an example in the next step.

At this point, our data extraction will have turned our invoice uploads into a table of invoices as well as a Catalog of Products and Suppliers.

We're going to want to map all the Products to Ingredients and there are two ways to do it: (1) Manually, and (2) via CSV. Let's walk through both.

Manual Product Assignment

In this example, we're going to (1) Assign a Product to an Ingredient and (2) Convert it to the Unit we want.

Ingredient = House Pour Red Wine

Supplier Product = ROSA DEL GOLFO BEL NOCE PRIMITIVO DEL SALENTO 2021

Unit you buy = Case of 12

Unit for Inventory = count by the Bottle
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Then we'll map it to the right Product, a simple search for the Product:

And convert it from the Unit we buy it (Case of 12) into the Unit we count it for Inventory (single Bottle):
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Product Assignment Via CSV Upload

If we have many Ingredients we want to map Products to, the CSV upload is the way to go. Here's how we'd suggest handling:

On the Recipe tab filter by "Ingredient" and select Import/Export CSV -> Export CSV:
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In Excel / Google Sheets you can go through the exact same mapping exercise as above, and all of your Supplier Products will be available for selection in the dropdown.

Add as many Products to as many Ingredients as you like

Placing Supplier orders has never been easier than with Foodrazor. All the Products you buy are there for you to add to your cart, without having to think about which Supplier.

This really requires no training if you've ever ordered anything online, add to cart, send order. Done.

✅ Approval workflows - delegate but retain control.
​✅ Standing orders - repeat on a fixed schedule.

✅ Create Draft orders - let others pick them up and add to them.

✅ Create Draft Template Orders - every Monday we order these things but the quantities change.

✅ Send Orders directly - SMS, WhatsApp, or email (or just use it as your shopping list!)

✅ MOQ Warnings - avoid accidental small order charges

The foundation is set, and you're ready to launch on Foodrazor. We've got all the pieces in place and you're off to the races. Let us know if there are any other questions and always remember there are real humans sitting on the chat icon in the bottom right, we may be AI-powered, but we're human-driven.