Features — everything automated, every number real
Every step automated. Every number real.
Owlly covers receipt of purchase invoices from KSeF, email and a scanner, ingredient canonicalisation, food cost per dish, continuously carried stock, cycle counting, demand forecasting, MRP ordering, rotas with labour cost, and a HACCP log.
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It starts with a document
what arrives without you
Hourly pull from KSeF, every line item read with a confidence score, a verification queue, and a searchable archive.
Three spellings of the same beef from three suppliers are one ingredient with one price and one history. This is the foundation the other areas stand on.
The due date comes off the invoice, not out of memory. An overdue list with the amount and the age of the debt, so no supplier stops delivering.
It happens in the kitchen
cost, stock, orders
A recipe from a photograph of the card, costed at your own purchase prices. A supplier price rise moves the margin the same day.
Stock carried from sales, cycle counts done on a phone, sub-recipes and transfers between venues.
A sales forecast from your own history, an order built from what is short, and a document for the supplier with no prices on it.
The team does it
rotas, hours, HACCP
A rota built against the revenue forecast, availability collected from the team, hours and pay without a spreadsheet.
A separate app on the employee’s phone, with none of the venue’s numbers in it. Fridge temperatures, counting, transfers, my hours.
A till in the browser, a floor plan, kitchen tickets by course. An option, not a condition — your fiscalisation stays as it is.
You are the one looking at it
numbers, phone, group
Prime cost, cost of goods by category, a forecast with a confidence band and outlying days marked.
Yesterday’s revenue and food cost, a “Needs attention” list with amounts, a push when a threshold breaks. On a phone.
One recipe base for the group, KSeF per branch, every venue’s prime cost side by side on one definition.
Not sure which area is yours?
Start with what you still do by hand — the rest joins over the following weeks.
What every area shares
Built specifically for hospitality
Zero-touch invoice capture from every source
Invoices reach Owlly automatically from four channels: KSeF (Poland's national e-invoice system), email inbox, POS system sync, and mobile camera scan. There is nothing to upload, nothing to forward and nothing to sort. Every document is processed the moment it exists.
AI reads every line of the invoice
Owlly's extraction engine reads every invoice line — supplier, item, quantity, price, VAT — and validates it against your master data. Duplicates are detected. Price anomalies are flagged. Extraction happens in under a second per invoice.
KSeF — Poland's mandatory e-invoice system, fully integrated
The KSeF mandate is live: since 1 February 2026 every business must receive e-invoices, since 1 April 2026 nearly every business must issue them, and penalties begin 1 January 2027. Owlly integrates directly with KSeF — every invoice from your suppliers appears in your system automatically, every hour. Zero risk of missing a document.
Operational intelligence built on real invoice data
Food cost, stock levels, demand forecasts, HR schedules and payment due dates all derive from your actual invoice data. Everything updates automatically with every new document processed. One restaurant or a chain of fifty.
What does the owner see on a phone?
Yesterday’s revenue, food cost and a “Needs attention” list with amounts — orders to approve, overdue invoices, attendance corrections, an ingredient that went up. The push arrives when a number crosses a threshold, not every morning at eight.
Across seven venues it is one app with a branch switcher. The same numbers as the back office, because it is the same view onto the same database.
Manager app →What does the team see?
A separate app, without the venue’s numbers. My shift, my tasks, my hours. Stock counts, sub-recipes, fridge temperatures and transfers happen here, alongside work that is happening anyway.
In Polish, Ukrainian and Russian — because that is what teams in Polish kitchens speak.
Staff app and HACCP →They report. We run it.
Six things that happen without you
The machine proposes — you decide. Every uncertain match goes to a person instead of being quietly guessed.
Owlly does not collect data. Owlly records work that happens anyway.
The eight channels a document enters Owlly through — with how often, and what happens next.
| What happens anyway | What Owlly records | From where |
|---|---|---|
| A supplier issues an invoice | Lines, prices, VAT, payment terms | KSeF, hourly |
| A wholesaler emails a PDF | The same data as from KSeF | Mailbox, every 15 min |
| A driver leaves a paper invoice | Extracted lines matched to your master data | Phone photo |
| A server rings up a dish | The sale, and stock taken down by recipe | Till |
| A chef starts a shift | Hours, and labour cost against that revenue | Rota and attendance |
| Someone checks a fridge temperature | A HACCP entry with time and person | Staff app |
| The team counts stock on Monday | Actual stock and the variance against theoretical | Cycle counting |
| The chef writes a recipe on paper | Recipe, quantities and portion cost | Photo of the card |
Seventeen places where Owlly records data. One of them asks for a click.
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