Running a successful small restaurant takes more than mouthwatering food and welcoming ambiance. Behind the scenes, restaurant operators juggle inventory, manage suppliers, and track invoices—tasks that, if not streamlined, can lead to stockouts, food waste, or even lost customers. Luckily, a new wave of digital tools is now helping restaurateurs tackle these challenges head-on through automation and smart inventory systems.
TL;DR: Small restaurants face constant pressure to manage ingredients, monitor inventory levels, and avoid stockouts. A range of modern apps now simplifies supplier ordering and invoicing, saving time and reducing errors. This article breaks down the top 6 apps small restaurants love for automating reorders and staying organized. Each tool brings unique features catering to specific restaurant needs and budgets.
Why Automation Matters for Small Restaurants
Manual ordering and invoice processing might seem manageable when you’re serving a limited number of customers, but it quickly becomes overwhelming during peak times. Mistakes in ordering can result in either overstocking perishables or running out of critical items just before your Saturday dinner rush. Automating supplier orders and invoices offers several key benefits:
- Minimizes human error caused by manual entry
- Automatically generates purchase orders and tracks inventory use in real-time
- Simplifies invoice processing and reduces billing disputes
- Improves supplier relationships through transparent, timely reordering
If you’re ready to streamline your back-of-house operations, these six standout platforms deserve your attention.
1. BlueCart
BlueCart is an all-in-one order management platform designed with restaurants, hotels, and hospitality groups in mind. This cloud-based app connects restaurants with their suppliers, simplifying the procurement process through a centralized dashboard.
Key Features:
- One-click reorder of previously purchased items
- Access to supplier catalogs within the app
- Invoice generation and audit trail
- Mobile-friendly design for on-the-go reordering
BlueCart helps eliminate the headaches of managing calls, emails, and spreadsheets. It’s particularly useful for small restaurant teams that want an easy-to-use platform for managing frequent food and beverage orders.
2. Orderly
If you’re tired of managing paper invoices and wish you had deeper insight into your food costs, Orderly may be the answer. Known for its clean interface and hands-off approach, Orderly aims to simplify invoice tracking and food cost reporting.
Key Features:
- Digitizes invoices using photo capture and OCR (optical character recognition)
- Helps track price fluctuations across suppliers
- Automatically categorizes and stores invoice data
- Provides real-time food cost percentages
This app is ideal for small restaurant owners without a dedicated accountant or back office team. The real-time cost insights alone make it a valuable tool for tight-margin establishments.
3. MarketMan
MarketMan stands out as a robust inventory and vendor management system. Popular among both small restaurants and multi-location chains, MarketMan emphasizes inventory control and order accuracy.
Key Features:
- Create and send purchase orders directly to suppliers
- Track stock levels in real time across multiple vendors
- Integrates with POS systems for seamless inventory deductions
- Invoice reconciliation, with price variance alerts
MarketMan is best for operators looking for granular control over food costs, waste reduction, and streamlined accounting. Its analytics and reporting tools help make smarter procurement decisions.
4. SimpleOrder (by Upserve)
With the backing of Upserve, SimpleOrder provides comprehensive inventory and supplier management features. It automates the purchasing process while integrating tightly with the restaurant’s POS system.
Key Features:
- One-click reordering from preferred suppliers
- Track costs, margins, and waste easily
- Instant updates when items are low in stock
- Invoice scanning and digital storage
SimpleOrder was built for restaurant staff, by former restaurant staff—so its usability reflects real industry experience. For small restaurants already using Upserve’s POS, this integration is a no-brainer.
5. Craftable
Craftable is a popular end-to-end back office solution for restaurants and bars focused on optimizing inventory, purchasing, and accounting workflows. Designed with small-to-medium operators in mind, it works particularly well for establishments with complex beverage and food offerings.
Key Features:
- Tracks every item in real time across inventory
- Automates recurring purchase orders
- Integrates with QuickBooks and other accounting tools
- Advanced reporting dashboard for food and beverage cost tracking
Known for its intuitive interface and powerful customization capabilities, Craftable appeals to restaurateurs who want to reduce waste and boost profitability with more surgical precision.
6. ChefMod
ChefMod takes a slightly different spin by marrying traditional purchasing workflows with dedicated buyer support. It doesn’t just give you tools—it gives you a team.
Key Features:
- Built-in communication with live procurement support
- Automated purchasing lists generated from usage patterns
- Price comparison across distributors
- Centralized invoice receipt and tracking
ChefMod is an ideal solution for independently run restaurants that struggle with limited staff capacity. Having a procurement team working behind the scenes can significantly reduce time spent chasing down orders or reconciling invoices.
How to Choose the Right App for Your Restaurant
Each of these platforms brings something different to the table—pun definitely intended. When choosing a supplier ordering and invoice app for your restaurant, consider the following:
- Usability: Is the app intuitive enough for kitchen and FOH staff to adopt quickly?
- Integration: Will it work with your current POS or accounting systems?
- Scalability: Will it grow with your restaurant as operations expand?
- Support: Is there customer service, chatbot AI, or live buyer assistance?
- Price: Does the cost justify the time savings and insights provided?
It helps to start with a trial version of the platform or request a demo to see how well it fits into your daily routines. Some apps also offer free tiers for limited use, which is ideal for small or single-location restaurants operating on tight budgets.
Final Thoughts
The stress of last-minute supplier calls, misplaced invoices, and inventory uncertainty can deflate anyone’s passion for hospitality. But thanks to these innovative apps, more and more small restaurant operators can hand over those stressors to automation—making space for creativity, service, and growth.
Whether you run a cozy bistro, a fast-casual hotspot, or a single-unit food truck, the right ordering and invoice app can be a game changer. By leveraging these tools, you’re not just keeping the shelves stocked—you’re future-proofing your restaurant’s success.
