How Do You Track Restaurant Inventory and Supplier Khata in One Place?

The short answer: stock, suppliers and cash in one system

Plenty of restaurants in Pakistan keep three separate records: a stock register in the kitchen, a khata notebook for each supplier, and cash counted from memory at night. The three rarely agree, and the gap between them is usually where money leaks.

Restozay keeps all three in one system. Stock is tracked at ingredient level — chicken, oil, atta, packaging — with low-stock alerts before you run out mid-service. Every supplier gets a running ledger with purchases and payments side by side and the outstanding balance visible. An accounts ledger posts cash, bank and wallet movements automatically from sales, purchases, expenses and salaries, so the same figure is not entered twice.

All of it sits in the Basic plan at PKR 10,000/month — no separate inventory-module fee, no per-order commission, no setup fee and no long-term contract. It runs in a browser on any laptop, desktop or Android tablet, so a manager can enter a purchase at the counter while you check supplier balances from home.

How does the ingredients estimator catch wastage?

Stock is kept at ingredient level, so the store is not one lump figure: chicken, oil, atta, masala and packaging each carry their own quantity, and low-stock alerts fire before a line runs dry in the middle of service.

The ingredients estimator is what turns that into a wastage check. It works out expected consumption from what you sold in a period, and you compare it against the actual stock your manager counts. For example, if sales point to 82 kg of chicken and 94 kg left the store, that 12 kg gap is over-portioning, wastage or theft — and now it is a number instead of a suspicion.

Materials also carry a type — raw ingredients, packing and consumables — so a shortfall in disposable boxes does not hide inside your food-cost figure. Run the estimator on a regular cycle and shrinkage becomes something you can act on: retrain portioning, tighten how the store issues stock, or change supplier.

Supplier khata: running balances the way the market works

In the Pakistani market, supplier accounts rarely work invoice by invoice. You take chicken on Monday, vegetables on Wednesday, more chicken on Friday — and pay a lump sum when cash allows. That is khata, and software that forces every payment to be matched to a specific invoice fights the way the business actually runs.

Restozay records it as a running ledger: purchases and payments sit side by side for each supplier, and the outstanding balance is always visible — so kitna baqi hai? is answered in one look instead of by adding up parchis.

The figures above are an illustration of how the ledger reads, not a price list. Every purchase entry can also hold photos of the paper bill, so the parchi and the record never get separated.

Bill photos by phone: scan a QR, snap the bill

Paper bills are where purchase records usually die: the parchi goes into a drawer, and by month-end nobody can match it to anything. Bill-Cam removes that step. Open the purchase or expense entry on the POS and a QR code appears on screen. Scan it with any phone, the camera opens, you snap the paper bill — and the photo lands on that entry. No cable, no emailing the file to yourself.

An entry takes multiple photos, so a purchase with a bill plus a delivery slip keeps both. Later, when a supplier says a delivery was 30 kg and your ledger says 25 kg, you open the entry and the photographed bill settles it.

The photos stay attached to the entry, so the record and its evidence stay together instead of living in a drawer.

Cash, bank and wallet in one accounts ledger

Underneath sits an accounts ledger with cash, bank and wallet accounts. It posts automatically: a cash sale increases the cash account, a bank-paid purchase reduces the bank account, a salary payment moves cash out. Opening balances are set once and closing balances carry forward.

Because the ledger is fed by the same sales, purchase, expense and salary entries you already make, there is no second round of data entry — and no accountant's version of reality that disagrees with the POS version. Cash, card and mixed payments are recorded on the bill and flow into the same ledger, and unpaid orders are tracked until they are settled.

Customers can also pay straight into your bank account: Restozay prints a RAAST / 1LINK QR on the bill, so the customer scans it with their own banking app instead of handing over cash. Any limits or charges on that transfer are set by the banks and the scheme, not by Restozay — check the current terms with your own bank.

Excel reports your accountant can work with

Purchase reports and payment reports export to Excel with date-range filters — a spreadsheet rather than a screenshot — and outstanding supplier balances sit in the same reports section. Sales-side reports (revenue, top items, peak hours, staff performance) export as well, so the month closes from one system.

Behind the numbers sits a full audit log — who entered or edited a figure, and when — and each staff member logs in with their own PIN. A per-staff permission tree decides who sees what, so a cashier can bill all day without ever seeing supplier balances or profit figures.

If your restaurant is registered with the Punjab Revenue Authority, the same entries feed fiscal invoicing: completed orders are reported to the PRA e-IMS cloud system, and the fiscal invoice number and QR print on the receipt automatically — our PRA POS integration guide covers how that works. Which businesses must integrate, and by when, is set by the authority and changes from time to time, so check the current PRA notification for your category.

Expenses and salaries alongside purchases

Purchases are only part of the money going out. The expenses module records rent, electricity, gas, repairs and the rest, and expense entries take bill photos the same way purchases do — the bijli bill is photographed straight onto the entry.

Staff salaries and advances are tracked per employee. A PKR 5,000 advance given mid-month is recorded against that staff member and reflected when salary is paid, so there is no separate advance diary that disagrees with the wage sheet at month-end.

Because expenses and salaries post to the same accounts ledger as sales and purchases, the monthly picture sits on one screen: what came in, what went to suppliers, what went to bills and wages, and what is left — instead of being spread across three notebooks.

Getting started takes under an hour

Setup is free: menu import and staff training are included, and most restaurants go live the same day, with setup usually done in under an hour. Basic is PKR 10,000/month with inventory, supplier khata and the accounts ledger included; Premium at PKR 20,000/month adds the AI modules, and Enterprise pricing is custom for chains. There is no long-term contract, so you can judge it on your own first month's numbers — a full cost breakdown is in our restaurant POS price guide.

100+ restaurants across Pakistan already run on Restozay, which is built by Star Logics in Rahim Yar Khan. To see your own suppliers and ingredients inside the system, WhatsApp us at +92 303 3930338 or email [email protected] — send a photo of your current khata notebook and we will show you what it looks like digitised.