Help Center
Comprehensive guide to all dashboard features and tools. Click on any section below to learn more.
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🚀 Getting Started
Welcome to The Neat Profit! This guide will help you set up your account and get started with inventory management.
Initial Setup
- Set Your Bar Name: On first login, you'll be prompted to enter your bar name. This will be used throughout the application in reports and displays.
- Choose Your Plan: Select a plan that fits your needs - Free for basic features, Well for barcode scanning and profit tracking, or Top Shelf for advanced analytics and AI.
- Set Up Your Profile: Click the profile icon in the top-right corner to update your contact information, change your password, and manage staff members. See the Profile & Staff section below for details.
- Connect POS (Optional): Integrate with your POS system for automatic sales data and variance tracking.
First Steps
- Add Inventory: Use the Capture Invoice feature to quickly add items from distributor invoices. This is the recommended method as it automatically extracts cost data.
- Perform Initial Count: Use the mobile count feature to establish your baseline inventory levels.
- Review Dashboard: Check your inventory overview and variance metrics to understand your current state.
💡 Pro Tip: Start with invoice capture to build your inventory database quickly and accurately with cost information.
👤 Profile & Staff Management
Manage your bar owner profile, update business information, and invite staff members to help with inventory management.
Setting Up Your Profile
- Access Your Profile: Click the profile icon in the top-right corner of the dashboard to open the Profile modal.
- Update Bar Name: Edit your bar name directly in the profile fields. Changes are saved automatically.
- Update Contact Info: Modify your email, phone number, and business address as needed.
- Change Password: Use the password change field to update your login credentials. You'll need to enter your current password for verification.
Adding Staff Members
- Create Staff Account: In the Profile modal, scroll to the "Staff Members" section and enter the staff member's name in the input field, then click "Add Staff Member."
- Share Registration Link: After creating a staff member, a registration link is generated. Copy this link and share it with your staff member via email or text message.
- Staff Registration: When the staff member opens the link, they'll see your bar name and their name pre-filled. They just need to enter their email and choose a password to complete registration.
- Limited Access: Staff members have access to the Inventory tab only. They cannot see financial data, POS settings, or manage other staff.
Managing Staff Members
- Unregistered Status: Staff members who haven't completed registration show as "Unregistered" with a registration link you can re-copy and share.
- Disable Account: For registered staff, click "Disable Account" to temporarily revoke access. Their API key is deactivated immediately, preventing login.
- Re-enable Account: Click "Enable Account" to restore access for a disabled staff member.
- Remove Staff Member: Click "Remove" to permanently delete a staff member's account. This removes them from your bar's employee list and deletes their access entirely. This action cannot be undone.
💡 Pro Tip: Staff members can only access the Inventory tab. Use staff accounts for employees who need to perform counts and manage stock, while keeping financial data and settings restricted to owner accounts.
📦 Inventory
The Inventory tab is your central hub for managing all bar inventory across your bar, restaurant, or hotel group.
Key Features
- Real-time Tracking: Monitor inventory levels across all locations
- Multi-location Support: Manage inventory for bars, restaurants, and hotel groups
- Product Database: Comprehensive catalog of bar products with automatic updates
- Low Stock Alerts: Get notified when items need reordering
Adding Inventory
- Manual Entry: Add items manually by entering product details
- Barcode Scan: Scan product barcodes for quick addition
- Capture Invoice (Recommended): Upload distributor invoices to automatically extract product information and add items in bulk
Cost information is essential for profit tracking - Invoice capture is the only automatic way for AI to extract accurate cost data from your invoices.
💡 Pro Tip: Regular inventory counts help identify shrinkage patterns and improve ordering accuracy.
💰 Profit
The Profit tab provides comprehensive profit and revenue tracking using POS sales data to help you understand your bar's financial performance.
Key Features
- Revenue Tracking: Monitor total revenue from POS sales data
- Cost Analysis: Track cost of goods sold based on inventory costs
- Gross Profit: Calculate profit margins and identify profitable products
- Revenue Breakdown: View revenue by category (Beer, Wine, Liquor)
- Accounting Reports: Generate detailed financial reports with print functionality
💡 Pro Tip: Use invoice capture to ensure accurate cost data for precise profit calculations.
🔢 Counting
The Counting feature provides mobile-first tools for fast, accurate inventory counts using your smartphone or tablet.
Key Features
- Mobile Counting: Count inventory on your phone with barcode scanning
- Voice Recognition: Speak product names for hands-free counting
- Photo Documentation: Capture photos of bottles for verification
- Batch Processing: Count multiple items at once for efficiency
💡 Pro Tip: Use the mobile app to count during slow periods for minimal disruption to operations.
🍹 Recipes
The Recipes tab helps you manage drink recipes, calculate costs, and optimize your menu for maximum profitability.
Key Features
- Recipe Costing: Calculate exact costs for every drink
- Margin Analysis: See which drinks drive profit and which lose money
- Menu Optimization: Get recommendations for pricing and menu placement
- Ingredient Substitutions: Find cost-effective alternatives
💡 Pro Tip: Review recipe costs quarterly to account for price changes from distributors.
🛒 Ordering
The Ordering feature automates distributor ordering based on demand forecasts, current inventory, and lead times.
Key Features
- Smart Ordering: AI calculates optimal order quantities
- Distributor Integration: Order directly from connected distributors
- Price Comparison: Compare prices across suppliers
- Order Templates: Save recurring orders for quick reordering
💡 Pro Tip: Smart ordering can reduce over-ordering by up to 20% and prevent stockouts.
💳 POS Integration
POS Integration automatically syncs sales data with inventory to provide real-time variance tracking and accurate consumption data.
Key Features
- Real-time Sync: Sales data updates inventory instantly
- Major POS Support: Integrates with Toast, Square, Micros, Clover, and more
- Automatic Mapping: Match POS items to inventory products
- Variance Alerts: Get notified of discrepancies immediately
💡 Pro Tip: POS integration reduces variance tracking time from hours to minutes.
📊 Variance
The Variance tab provides detailed analysis of inventory discrepancies to identify shrinkage, theft, and operational issues.
Key Features
- Real-time Tracking: See variance as it happens
- Pattern Analysis: AI identifies trends and root causes
- Staff Performance: Track variance by employee
- Category Breakdown: Analyze variance by product type
💡 Pro Tip: Address variance patterns within 24 hours to prevent ongoing loss.
📈 Forecasting
AI-powered demand forecasting analyzes historical data, seasonality, and local events to predict what you'll sell.
Key Features
- Predictive Analytics: Forecast demand with high accuracy
- Seasonality: Account for seasonal patterns and holidays
- Event Impact: Factor in local events and weather
- Trend Analysis: Identify emerging preferences
💡 Pro Tip: Use forecasting to optimize staff scheduling and inventory ordering.
📋 Reporting
The Reporting tab provides comprehensive analytics and customizable reports to track performance and make data-driven decisions.
Key Features
- Performance Metrics: Track KPIs like pour cost, variance, and margin
- Custom Reports: Build reports for specific needs
- Multi-location: Compare performance across locations
- Export Options: Download reports in multiple formats
💡 Pro Tip: Review reports weekly to identify trends and make proactive adjustments.