Automated Inventory System
That Runs Itself Between Counts
Manual inventory takes hours you don't have and produces numbers that are already stale. BarGuard automates the data collection, syncing, and calculation so your only job is a quick count — everything else happens automatically.
What BarGuard automates for you
Most of the work in inventory management isn't counting — it's all the data entry, matching, and math around the count. BarGuard handles all of it.
POS sync every 5 minutes
Connect Square, Toast, or Clover once. BarGuard pulls sales data automatically — no CSV exports, no manual imports, no copy-pasting menu items.
AI invoice scanning
Photograph your paper delivery invoice. AI reads every line item, matches it to your inventory, and creates a draft for review in under a minute.
Automatic variance calculations
After your count, BarGuard immediately calculates expected vs actual usage for every item — no formulas, no spreadsheet, no manual math.
Email invoice import
Distributor sends invoices by email? Connect your inbox and BarGuard pulls them in automatically — no forwarding required.
Reorder alerts
Set a minimum stock level per item. BarGuard flags anything below threshold automatically — so you never discover you're out mid-service.
AI variance summaries
After each calculation, BarGuard writes a plain-English summary of your top risk items, their cost impact, and recommended actions — no interpretation required.
Manual inventory vs. BarGuard
✗ Export CSV from POS every week manually
✓ POS syncs automatically every 5 minutes
✗ Type invoice line items into a spreadsheet
✓ AI scans invoices from a photo in under 60 seconds
✗ Calculate variance by hand across 100+ items
✓ One-click variance report, results in seconds
✗ Discover a shortage after you run out
✓ Reorder alerts fire before you hit zero
✗ Read a spreadsheet and interpret the numbers yourself
✓ AI writes a plain-English summary of what needs attention
✗ Count every shift manually on paper
✓ Mobile count screen — tap through items, saves as you go
How the automation works, step by step
You set it up once. After that, BarGuard runs in the background between every shift.
Connect your POS
OAuth or credentials — takes 2 minutes. BarGuard immediately pulls your full item list and sales history.
Add your inventory and recipes
Import via CSV or enter items manually. Link drinks to their ingredient bottles so expected usage can be calculated.
Run a beginning count
Use the mobile count screen to tap through items before the shift starts. Counts save in real time.
Let the shift run — POS syncs itself
Every 5 minutes, BarGuard pulls the latest sales. No action required from you.
Run an ending count and click Calculate
BarGuard compares actual usage against POS-expected usage. Every item gets a status: Normal, Warning, or Critical.
Read the AI summary and act
The AI summary tells you which items to address, what the cost impact is, and what likely caused the variance.
5 min
POS sync interval
Sales data is never more than 5 minutes old — even mid-shift.
< 60s
invoice scan time
AI reads a 20-line paper invoice faster than you could type the first item.
3 hrs
saved per week
Average time BarGuard saves compared to manual inventory workflows.
Related
Bar Inventory Software →
The full BarGuard platform — tracking, variance, and profit analytics together.
Bar Inventory App →
Mobile-first counts, POS sync, and reporting from any device.
View Pricing →
All automation features included from $129/month.
How It Works →
Screenshots of automated sync, scan, and variance in action.
Stop doing manually what software can do automatically
Connect your POS, run your first count, and see your first variance report — in under 30 minutes.
14-day free trial · No credit card required