From setup code to first count in under 5 minutes
When your store is provisioned, OpsBrain emails you a setup code. Open the app on any phone or tablet browser, enter the code, and your store's inventory loads with all categories, par levels, and staff PINs already in place.
Logging in (setup code + PIN)
Open app.getopsbrain.com on your phone, tablet, or laptop. Enter your store's setup code on the first screen, then tap your name and enter your 5-digit PIN. The app remembers your store on that device — you'll only need the setup code once per device.
Setup codes are case-insensitive (typed in any case, the app normalizes) and tied to a specific store. PINs are per-staff and never shared.
Your first inventory count
From the home dashboard, tap Inventory in the bottom tab bar. You'll see every SKU grouped by category (Frozen, Dry Goods, Bottled, Cups & Lids, etc.) with a color-coded status pill: OUT, LOW, GOOD, or OVER.
Tap any item to open the count modal. Enter cases and loose units, then save. The app updates stock instantly and logs the count with your name, the timestamp, and how long the count took.
Inviting staff to use the app
Owners and GMs can add staff PINs from the Account & Settings tab. Choose a role (Owner/GM, Asst Manager, Shift Lead, Senior Lead), enter the staff member's first name, and assign a 5-digit PIN. Role determines which actions appear in the app — for example, only Owner/GM and Asst Manager roles can edit PAR levels.
What the app does
Every feature listed here is live in the inventory app today. Pro-tier features are marked.
Inventory browsing & counting
Search any item by name or SUPC, filter by category, and see real-time progress (e.g. "12 of 18 counted today" per category). Pull down to refresh. The app automatically detects whether an item is sold by case-only or by individual unit and shows the right input fields.
Common pitfall: on bulk-case items (frozen IQF, sorbet tubs, bulk produce bags) the loose-units field is hidden by design — the case is the unit. Don't try to count loose units on those; the system flags it.
AI Invoice Scanner PRO
Snap multi-photo capture of any Sysco invoice (paper or PDF). Claude vision parses every line item in about 30 seconds, fuzzy-matches substituted SKUs to your inventory, and auto-updates case prices. Shortages get flagged with the exact dollar amount so you don't miss them at end-of-shift.
Common pitfall: if the invoice photo is blurry or cuts off a column, the scanner asks you to retake. Make sure the full page is in frame under decent lighting.
AI Smart Ordering PRO
The learning engine uses exponential-decay weighting on recent counts, factors in the 7-day weather forecast via Open-Meteo (hot days bump frozen and bottled items; cold days cut them), adds a 5% buffer, and caps at your PAR-max. Recommendations refresh daily; one tap exports a Sysco-ready order.
Common pitfall: the engine needs about 2 weeks of count history before recommendations stabilize. Until then, treat them as directional and use operator judgment.
Delivery Check-In
When a Sysco delivery arrives, open Delivery Check-In, scan the invoice (or enter received quantities manually), and the app compares received vs. ordered line by line. Shortages and substitutions are flagged with dollar amounts. Stock auto-updates the moment you save.
Common pitfall: bulk-case items skip the loose-units prompt automatically. If you see an unexpected loose-units field, that item may be miscategorized — flag it for the Owner to fix.
Sysco Credit Request
A 4-step flow that auto-fills SUPC numbers, quantities, and dollar amounts from any shortage flagged during check-in. Add photos if you want, review the draft, and tap send. The email goes to customer@sysco.com pre-filled and ready.
Common pitfall: file the credit on the same day as the delivery — Sysco approves well-documented same-day credits faster than ones filed days later.
Waste Tracking
Log waste with one tap from any inventory item. Choose a reason code (Expired, Damaged, Dropped, Overproduction, Quality, Other), enter the quantity, and the app calculates the cost automatically using your current case price. Stock deducts in the same step.
Staff Dashboard
Gamified leaderboard shows weekly counting streaks, badges, and the current weekly champion across your team. The 7-day weather forecast widget sits next to today's count compliance, so closers can see at a glance whether tomorrow's heat wave should drive an early Sysco order.
Speed Count mode
For a full top-to-bottom inventory pass, Speed Count steps through every SKU sequentially with a progress bar. The previous count value is hidden during entry so staff have to actually look at the shelf instead of copying yesterday's number. Counts complete in roughly half the time of the standard browse-and-tap flow.
Archive / disable items
Items you no longer carry can be archived from the inventory edit screen. Archived items disappear from counts and orders but remain in historical logs so prior counts and deliveries stay accurate.
PAR audit trail
Every PAR-level edit is logged immutably with who made the change, when, what the old and new values were, and the reason. PAR editing is restricted to Owner/GM and Asst Manager roles — Shift Leads and counters cannot change PAR levels.
End-to-end recipes
Three day-in-the-life walkthroughs that combine multiple features.
Receive a Sysco delivery
- The truck arrives. Open Delivery Check-In from the home dashboard.
- Tap Scan Invoice and capture each page of the Sysco invoice with your phone camera. Multi-photo capture handles invoices that span multiple pages.
- The AI parses every line item in about 30 seconds and shows you a comparison view: ordered vs. received, with shortages and substitutions flagged in red.
- Confirm the received quantities, then tap Save Check-In. Stock updates instantly across the app.
- If any shortages were flagged, tap File Credit Request. The 4-step flow auto-fills everything from the check-in — review and send the email to Sysco.
Generate this week's Sysco order
- The day before your normal Sysco ordering cutoff, open Smart Ordering from the home dashboard.
- Review the recommended quantities. Each line shows the weather-adjusted forecast, recent consumption pattern, and the math behind the recommendation. Adjust any quantities that don't match your judgment (a catering order, a special promo, etc.).
- Tap Export to Sysco. The app generates a Sysco-formatted order list you can paste directly into Sysco Shop, or send to your account rep.
- When the delivery arrives later in the week, run the "Receive a Sysco delivery" workflow above to close the loop.
Log waste at end of shift
- At end-of-shift cleanup, open Inventory and tap the item that needs to be logged as waste (or use the dedicated Log Waste button on the home dashboard).
- Choose a reason code: Expired, Damaged, Dropped, Overproduction, Quality, or Other.
- Enter the quantity. The app calculates the dollar cost automatically using your current case price.
- Tap Save. Stock deducts and the waste event is logged for the weekly waste-by-reason report.
Three tiers, no contracts
All plans include a 14-day free trial. No card required to start.
$99/mo · $0 setup
$149/mo · $0 setup
$149/mo · $250 setup
Custom pricing
Cancel anytime — no contracts. Your subscription ends at the next billing cycle. Your data exports as JSON or CSV before it ends.
Most-asked questions
These answers align with the public FAQ on the homepage and the live operational data at our own store.
How much does OpsBrain cost?
Does OpsBrain work with Sysco?
customer@sysco.com when you receive shortages or substitutions.Can I scan invoices with my phone?
Has anyone actually used OpsBrain in production?
How is OpsBrain different from Restaurant365 or MarketMan?
Where is my data stored?
store_id, so no other operator can see your data even at the database layer. All communication is HTTPS-encrypted.Can I export my data?
What if my staff forgets their PIN?
If something isn't working
The four most common app issues and how to fix them in under a minute.
Setup codes are case-insensitive on input but stored uppercase — typing NK7024 or nk7024 both work. If you're still seeing the error, check for an extra space at the start or end of what you pasted. If the code is correct and you still can't log in, your store may be temporarily inactive — email hello@getopsbrain.com and we'll check the store record.
First, pull down on the inventory list to force a refresh — the app pulls the latest stock state from the server, which surfaces any pending writes. Second, check your WiFi or LTE connection at the back-of-house counter — a partial signal can stall saves silently. If counts still aren't persisting, close and reopen the browser tab; the app re-syncs on load.
The scanner needs a clear photo with the full page in frame. Make sure the invoice is on a flat surface, evenly lit (no glare from overhead lights), and that no edges are cropped out. If the invoice spans multiple pages, use multi-photo capture and shoot each page separately. For older smudged carbons, retry with the photo a bit closer to the page.
Ask the Owner or GM at your store — any Owner/GM can reset your PIN from the Account & Settings tab. If the Owner is unavailable, email hello@getopsbrain.com from the email on the store record and we'll reset it within a few hours.
How to reach us
Typical response time is within 24 hours. Founding-tier operators get priority response.
For setup help, account changes, data export requests, PIN resets, and anything else inventory-app related.
For questions about data storage, multi-tenant isolation, the Supabase architecture, or anything else that needs the parent company (Avissh AI LLC).