POS + inventory replacing manual stock counts
A 200-store QSR chain. A custom POS and inventory system with real-time stock visibility and automated reorder thresholds.
At a glance
- 150+
- Clients served
- 1,550+
- Projects delivered
- 14
- Industries
- 9+
- Years in business
Timeline
6 weeks pilot in 5 stores · 14 weeks full rollout
Team
1 architect · 2 full-stack · 1 QA
Stack
React · Node · PostgreSQL
The world this system had to work in
Quick-service restaurant margins live on stock accuracy and counter speed. With 200 outlets, a weekly manual stock count meant HQ always saw last week's truth, reorders were guesses, and any internet outage at a store froze billing in the middle of the lunch rush.
The challenge
Stock-outs and manual counts across 200 stores caused recurring revenue loss and reporting delays.
What we found on day one
- Stock counted by hand once a week per store; shrinkage and stock-outs were discovered days after they happened
- Cloud POS that stopped billing whenever a store's broadband dropped — usually at peak hours
- Reorder quantities decided by store managers on instinct, with no demand data behind them
- HQ reporting assembled from 200 emailed spreadsheets, three days after month-end
The solution
We replaced the counter software with an offline-first POS terminal that keeps billing, discounts and receipts working locally and syncs when connectivity returns. Every bill decrements live inventory once synced, reorder thresholds are computed from real sell-through per store, and HQ sees all outlets in one dashboard with day-close, shrinkage and slow-mover reports.
Offline-first billing terminal
Bills, KOT tickets, split payments and GST receipts continue through outages; conflict-safe sync on reconnect.
Live inventory per outlet
Recipe-level stock deduction per item sold, with wastage and transfer logging.
Automated reorder engine
Thresholds derived from 30-day sell-through per SKU per store, feeding purchase suggestions.
HQ dashboard
Consolidated sales, stock and shrinkage across all 200 stores, refreshed in real time.
Cashier & shift controls
Role-based discount limits, void permissions and shift cash reconciliation.
Regional rollout kit
Store onboarding checklist, printer and scanner configuration and on-site training material.
Integrated with
Our approach, step by step
Ran a 5-store pilot to validate the reorder-threshold model against real demand.
Built an offline-first POS terminal that syncs when connectivity returns.
Centralized inventory reporting so HQ sees every store in a single dashboard.
Phased rollout with on-site training per region to avoid adoption friction.
The outcome
- Stock-out time per store fell 40% within the first quarter of full rollout.
- Month-end reporting moved from three days of spreadsheet consolidation to a same-day dashboard — three times faster.
- All 200 stores were onboarded in 14 weeks, region by region, with no store losing a day of billing.
- Reorder quantities are now data-driven, cutting emergency purchases and reducing wastage on perishables.
“Store managers stopped calling HQ about stock. The dashboard answers before they ask — and billing hasn't stopped once since we switched.”
Vikram Rao
Head of Operations, QSR chain
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