InventoryInventory at a glance
Inventory tracks what you stock, what it costs and what you use, from items and vendors to counts, orders, invoices and waste. It's part of the Pro plan.
Inventory items
Items are what you count, order and cost, like a carton of oat milk or a pound of espresso. Each has a count unit, other units such as a case, and vendor prices.
Shelves and storage areas
Set up each location's zones and shelves and give each item a home shelf, so your team can count shelf by shelf in the Mays app, in the order they walk the store.
Vendors and vendor catalogs
Vendors are the suppliers you buy from. Set how each one takes orders, which locations use it, and each location's delivery days, cutoff and minimum order.
Recipes and plate costing
A recipe lists what goes into one menu item. Mays prices each ingredient from your vendor prices and shows the plate's cost, cost % and margin.
Menu lists and modifiers
Group recipes into menu lists, such as Drinks or Food, and compare each list's food cost % with a target. Modifiers cost the add-ons you sell, like an extra shot.
POS mapping and automatic depletion
Map each item you sell in Square or Union to a recipe, and every night Mays takes that recipe's ingredients out of stock for what you sold.
Running stock counts
A count records what's on your shelves. Submitting it sets each counted item's stock on hand and shows how far it was from what Mays expected.
Stock on hand
See what a location has on hand right now, set each item's par level and spot what's below par. Counts, deliveries, waste, sales and transfers keep it current.
Counting inventory in the app
Managers and admins can count stock in the Mays app, shelf by shelf or from one list, by tapping, typing, scanning barcodes or saying the count out loud.
Placing purchase orders
Build orders from your par levels, send each vendor a PDF purchase order by email, and check what arrived against what you ordered.
Receiving deliveries
See the week's deliveries day by day, the orders you're expecting and what actually arrived, and check each delivery against its order.
Vendor invoices
Record what vendors delivered and charged. Scan or photograph an invoice, upload its PDF, share it from your phone or email it in, and the AI drafts it; check the lines next to the document, then post it to add the stock and update your prices.
Logging waste
Log what you throw away and why. Each entry takes the item out of stock and adds its cost to your waste total, so shrink has an explanation.
Prep sheets
Build prep lists for each location, such as AM Prep, with a target for each line. Mays compares the targets with what's on hand and shows how much to prep today.
Transfers between locations
Send stock from one of your locations to another, such as cups to a store that ran short. A transfer is a draft until you post it, and posting can't be undone.
Theoretical vs actual usage
Compare what your sales say you used with what you actually used. The Theoretical page shows each ingredient's deliveries, waste, transfers and recipe use.
Inventory reports
Three reports for a location: theoretical COGS against your sales, what your stock is worth and how many days it lasts, and actual vs theoretical usage.
Inventory-count and restock tasks
Add an Inventory Count task to a checklist so staff count a short list of items. Anything under its minimum becomes a Restock Order task for managers.
Importing from Craftable
Moving from Craftable? Connect your Craftable store with an API token, and Mays brings in your items, vendors and prices, and Craftable's own usage history if you want it.