bakerymate · food & beverage erp
Run the whole food operation on one system
BakeryMate covers production, stock, the counter, orders and the route network — from the factory floor to the delivery agent's phone. One system, one set of numbers, built for how food businesses actually run here.
What is BakeryMate?
BakeryMate is a complete ERP for food and beverage businesses. It runs production, inventory, multi-outlet POS, orders and dispatch, agent distribution and reporting as one system, so the factory floor, the counter and the books all read from the same numbers instead of three sets that never agree.
the cost of the old way
What BakeryMate replaces
Three sets of numbers that never agree
Today
The factory has one count, the counter another, the accounts a third — and month-end is spent arguing about which is right.
With BakeryMate
Production, stock, sales and dispatch write to one system. There is one number, and everyone reads it.
Stock leaks somewhere between oven and counter
Today
Goods leave production, and some fraction quietly never becomes a sale. Nobody can say where it went, so everybody is under suspicion.
With BakeryMate
Every unit carries a barcode with its history — produced, transferred, sold or returned. Shrinkage stops being a mystery.
The route network runs on trust and memory
Today
Vehicles load in the morning and the evening tally depends on the agent's notebook. Returns, credit and collections blur together.
With BakeryMate
Loads are signed for, invoices come off vehicle stock, collections allocate oldest-first, and settlement closes the day with the discrepancies on the table.
You price on feeling, not on cost
Today
Nobody knows what a single item truly costs to make once waste and by-products are counted, so margins are folklore.
With BakeryMate
Recipes carry ingredient costs, batches carry actual yield and waste — the cost per unit comes from what really happened.
every module, spelled out
What BakeryMate does
BakeryMate ships as one system — every module below is included, not an add-on you discover at the quote.
PRODUCTION
Recipe management, batch tracking and waste monitoring — know what you made, what it cost and what you lost.
- Versioned recipes that can nest other recipes — doughs, creams and fillings as building blocks
- Ingredient-level lines with ageing for pre-ferments and matured doughs
- Step-by-step instructions with photos, on a tablet at the station
- A visual production planner that catches resource clashes before the morning does
- Batch lifecycle from start to quality check — checklist, photo and pass/fail before stock-in
- Approved batches post to stock automatically, costed from the recipe
- Waste recorded against the batch and netted off the yield
- Day and night shifts stamped on every batch
INVENTORY & PURCHASING
Stock control from purchase order to shelf, tracked down to the individual unit.
- Purchase orders with approval steps, supplier send-off and printable PDFs
- Goods received notes with quality check, batch number and expiry capture
- A barcode on every unit, with its full history — produced, transferred, sold or returned
- Stock held per warehouse, branch, department and vehicle
- Transfers and inter-branch stock requests with proper workflows
- Stock adjustments that require approval, not just an edit
- Supplier catalogue with price comparison across suppliers
- Low-stock and expiry counts on the inventory dashboard
MULTI-OUTLET POS
Unlimited branches selling against branch-scoped stock, in sync with the rest of the system.
- Touch-first counter screen with barcode-level stock deduction
- Split one sale across cash, card and bank transfer
- Percentage or fixed discounts, gift card codes, held orders
- Pickup orders and incoming orders from the wider system on the same screen
- Create a customer at the counter without losing the sale
ORDERS & DISPATCH
Special orders, standing orders and wholesale dispatch — from quotation to signed delivery.
- Quotations with a full lifecycle and printable PDFs
- Order types for counter pickup, special orders, scheduled production and distributor orders
- Event orders — weddings, birthdays, corporate — with delivery date and guest count
- Standing orders that recur daily, weekly or monthly
- Delivery dates validated against the Sri Lankan holiday calendar
- Dispatch notes and distributor notes printed from the order
- Credit notes with approvals and export
AGENT DISTRIBUTION
The wholesale route network — agents, vehicles, loads and settlements under real control.
- Salaried, commission and credit-based agent types with credit limits
- Route builder with stop sequences, target distance and duration
- Daily vehicle loads: build, load, agent sign-off, trip, and end-of-day reconciliation
- Per-agent price lists and discounts where the trade demands it
- Monthly targets by agent, category and item — with slab-based commission
- Settlements that pull the day's loads, sales and returns into one closing
- Customer records with GPS location, shop photo, payment terms and visit schedules
FIELD SALES APP
Your agents' whole day on their phone — selling, collecting and closing the route.
- Morning load confirmation on the vehicle, against the loading note
- Invoices from vehicle stock — full, credit or partial payment
- Receipts on Bluetooth thermal printers, 58mm and 80mm
- Collections allocated oldest-invoice-first, with printable receipts
- Agents register new shops with a map pin and photo from the field
- End-of-day returns, unload quantities and mileage close the route
- Push notifications and role-aware screens for agents, drivers and supervisors
REPORTS & CONTROL
The numbers and the guardrails — who sold what, and who may touch what.
- Sales, daily sales, stock, discount, collection and route-wise reports
- Excel and PDF export on the reports accounting actually asks for
- A daily summary that agrees across web and mobile
- Permissions down to individual page components, per role and per user
- Multi-branch with per-branch departments and resources
- Session and activity audit — who logged in, from where, on which shift
what it changes
Typical results
60%+
drop in shrinkage
Transparent batch tracking cuts unaccounted waste almost immediately.
35%+
efficiency increase
Faster order processing and clear batch assignment removed the bottlenecks.
0
resignations in 12 months
Staff felt seen and fairly paid, because performance was measured on real output.
Figures reported by BakeryMate customers on their own operations. Results vary with how you run today — we'll model yours on the walkthrough rather than promise you these.
from first call to live
How rollout works
01
Setup & master data
Products, recipes, customers and users come across first — the foundation is data you can trust.
02
Inventory & agents live
Warehouse control, GRNs and the agent network go on next, so goods movement is tracked before anything else changes.
03
Pilot on real routes
Lead agents run genuine route-days on the app while the old process still exists. We advance on results, not dates.
04
Full rollout
Remaining agents, outlets and reports onboard once the pilot's numbers reconcile. Training included.
is this you?
Built for some businesses — honestly not for others
BakeryMate is built for you if…
- Bakeries and food producers running production, outlets and distribution together
- Businesses losing margin to untracked waste and unexplained stock gaps
- Operations with agent or van-sales networks that settle daily
- Owners who want cost-per-item from actual batches, not estimates
It's probably not for you if…
- A single café that only needs a till — a standalone POS is cheaper and simpler
- Businesses that don't produce anything — without production, an inventory-and-POS setup fits better
If you sit in the second column, we'd rather tell you now than after an implementation. Book the walkthrough anyway — we'll point you at the right-sized option, even when it isn't ours.
Who it's for
Bakeries, restaurants, food manufacturers and beverage producers.
See Food & beverage ERPSee the rest of it
BakeryMate is one part of the platform. The same promise runs through everything we build.
All productsFrequently asked questions
What is BakeryMate?
BakeryMate is a complete ERP for food and beverage businesses. It runs production, inventory, multi-outlet POS, orders and dispatch, agent distribution and reporting as one system, so the factory floor, the counter and the books all read from the same numbers instead of three sets that never agree.
How is BakeryMate different from a POS system?
A POS records what you sold. BakeryMate also knows what you made, what it cost, what you wasted and what is left — recipe and batch level production, ingredient stock, distribution and accounts, with the POS as one part of it. If you only need to ring up sales, a POS is enough; if you need to know your true margin per product, you need the production side too.
Does BakeryMate work with multiple branches and offline?
Yes. Branches sync in real time to one central database, and the POS keeps trading in offline mode when the connection drops, then reconciles when it returns. This matters in Sri Lanka, where a dropped line at the counter should never stop a sale.
Can it handle special orders, standing orders and delivery?
Yes. Orders run from quotation to signed dispatch note — counter pickups, special orders for events with delivery dates and guest counts, scheduled production orders, and standing orders that recur daily, weekly or monthly. Wholesale delivery runs through the agent network: routes, vehicle loads, field invoicing and end-of-day settlement.
Do we have to take every module on day one?
No. BakeryMate is one platform with per-client module activation. A distribution business can start with inventory, agents and dispatch and leave production off; a bakery can start with production and the counter. When you add a module later, it switches on against the data you already have — nothing is re-entered and nothing is lost.
How does implementation actually work?
In phases, each gated on results rather than dates: master data first, then warehouse and agent control, then a pilot where lead agents run real route-days on the app while your old process still exists, then full rollout with training. We advance when the numbers reconcile, not when the calendar says so.
What hardware do our agents need?
Their own Android or iOS phones — the field app runs on what they already carry. Receipts print on ordinary Bluetooth thermal printers (58mm or 80mm), and one or two shared printers per depot is usually enough to start.
How much does BakeryMate cost?
Pricing depends on outlets, users and which modules you turn on, so we quote against your actual operation rather than publishing one figure. Book a walkthrough and we will put real numbers against your branch count and volume.
see it on your own recipes
Bring your worst product margin — we'll trace it
Pick the item you can never cost properly. In 30 minutes we'll walk it through production, waste, stock and sale, and show you where the money actually goes.
30 minutes, on your own numbers.