Help & Support

When your store is provisioned, you'll receive a setup code (a short alphanumeric code unique to your location).

1. Open the OpsBrain app URL in your browser
2. Enter your store setup code in the login screen
3. The app loads your store's inventory, categories, and settings

Each staff member gets a 4-digit PIN to identify their counts and actions.

1. After the store is connected, tap the user badge in the top-right corner
2. Enter your 4-digit PIN or select your name from the list
3. Your name appears in the badge — all counts are now attributed to you

Multiple team members can count simultaneously on different devices. Each person's counts are tracked independently on the leaderboard.

OpsBrain is a Progressive Web App (PWA) — it works like a native app without the App Store.

iPhone / Safari:

1. Open the OpsBrain URL in Safari
2. Tap the Share button (square with arrow)
3. Scroll down and tap "Add to Home Screen"
4. Tap "Add" — the app icon appears on your home screen

Android / Chrome:

1. Open the OpsBrain URL in Chrome
2. Tap the three-dot menu (top right)
3. Tap "Add to Home screen" or "Install app"

The bottom tab bar has five sections:

• 📦 Browse — View and count all inventory items. Filter by category, search by name or number.
• 🚚 Receive — Check in Sysco and Restaurant Depot deliveries. AI invoice scanner lives here.
• 🗑️ Waste — Log waste with reasons (expired, damaged, prep loss, etc.) and track cost impact.
• 🧠 Order — AI-powered smart ordering with weather adjustments, trend analysis, and one-tap Sysco export.
• 📊 Dash — Dashboard with count schedule, compliance tracking, staff leaderboard, and weather forecast.

1. On the Browse tab, find the item you want to count
2. Tap the item row — the count modal opens
3. Enter the number of full cases on hand
4. If applicable, enter loose units (individual items not in a full case)
5. Tap "Save Count"

The item's status updates immediately. Your count is logged with your name and timestamp.

Many items come in cases with multiple units inside. OpsBrain tracks both:

• Full Cases — Unopened cases as received from Sysco (e.g., a sealed case of 6 bags of frozen strawberries)
• Loose Units — Individual units from an opened case (e.g., 3 remaining bags from a case of 6)

The app calculates your total stock as: Total = Cases + (Loose Units / Units per Case)

Each item shows a colored status indicator:

• 🔴 Red (OUT) — Stock is at or below zero. Order immediately.
• 🟡 Yellow (LOW) — Stock is below the PAR minimum. Needs reorder soon.
• 🟢 Green (GOOD) — Stock is within the normal PAR range. No action needed.
• 🔵 Blue (OVER) — Stock is above PAR maximum. May indicate over-ordering.

Category pills appear below the search bar. Tap one to filter:

• ❄️ Frozen — frozen fruits, proteins, smoothie bases
• 🥬 Walk-In — fresh produce, dairy, refrigerated items
• 🧴 Bottles — juices, supplements, retail bottles
• 📦 Paper — cups, lids, napkins, straws
• 🧪 Chemical — cleaning supplies, sanitizer

Search bar: Type any part of the item name or Sysco number to filter instantly.

Speed Count lets you fly through your daily count list — one item at a time, full screen, no scrolling.

1. On the Dashboard, tap "Speed Count N Remaining Items"
2. The first item in today's category appears full-screen
3. Enter cases + units, tap Save & Next
4. The next item loads automatically
5. When all items are counted, you'll see a completion summary

If you no longer carry a SKU, you can archive it instead of deleting it:

1. Tap the item to open the count modal
2. Scroll to the bottom and tap "🗃️ Archive this item"
3. The item is hidden from your active inventory

To view or restore archived items:

1. Tap the 🗃️ button in the top bar (between Refresh and Logout)
2. Browse your archived items
3. Tap "Restore" on any item to bring it back

1. Go to the Receive tab
2. Tap "📸 Scan Photo" to take a photo, or "📁 Upload Image Pages" to select from your library
3. For multi-page invoices, you can upload multiple images at once
4. AI processes the image(s) in 5-15 seconds
5. Review the extracted items on the review screen

Three ways to get your invoice into OpsBrain:

• 📸 Scan Photo — Opens your camera. Best for paper invoices. Take a clear, well-lit photo of each page.
• 📁 Upload Image Pages — Select one or more photos from your library. Good for invoices your driver texts you.
• 📄 Upload PDF — Select a PDF file. OpsBrain renders each page and processes them all. Best for emailed invoices.

After AI extracts items, you'll see three types of matches:

• ✅ MATCH — Sysco number matched exactly to your inventory. Quantities align.
• ⚠️ SHORT — Ordered quantity doesn't match shipped quantity. Shortage flagged with dollar amount.
• 🔄 FUZZY — Sysco number didn't match exactly, but the item description was close enough to match.
• ❓ UNMATCHED — Item not found in your inventory. Could be a new item or misread.

You can edit any quantity before proceeding. Tap "Start Check-In" when everything looks correct.

Fuzzy matching happens when Sysco sends a product under a slightly different item code than what's in your inventory. This is common with Sysco substitutions.

OpsBrain compares the item description text and scores the similarity. If the score is high enough (2+ keyword matches), it matches the item and shows a "🔄 Substituted SKU" note.

Example: Invoice shows #7431599 "SHAKE PROTEIN ELITE" but your inventory has #7431549. Fuzzy matching connects them.

If the AI can't read your invoice:

1. Retake the photo — ensure good lighting, avoid shadows, hold the camera steady
2. Try uploading a PDF instead of a photo — PDF quality is usually better
3. Break it into pages — scan one page at a time if multi-page fails
4. Fall back to manual — tap "Sysco Check-In" to enter items manually

1. Go to the Receive tab
2. Tap "🚚 Sysco Check-In"
3. The app loads your expected Sysco order (based on Smart Order predictions)
4. For each item, enter the actual quantity received
5. Shortages are flagged automatically in red with the dollar difference
6. Tap "Complete Check-In" when done

Stock levels update automatically based on what you received.

1. Go to the Receive tab
2. Tap "🏪 Restaurant Depot"
3. Search for or scroll to each item you purchased
4. Enter the quantity received for each item
5. Tap "Complete Check-In"

Restaurant Depot check-in doesn't compare against an expected order — it simply adds the received quantities to your stock.

When the actual delivered quantity is less than the expected quantity, OpsBrain flags a shortage:

• The item row turns red with the dollar amount of the shortage
• A shortage summary appears at the bottom with the total shortage value
• You can tap "📋 Copy Shortage Report" to copy the shortage details for credit requests

After completing a check-in, OpsBrain adds the received quantities to your current stock for each item. This happens immediately.

For example, if you had 2 cases of Strawberry IQF and received 6, your stock becomes 8 cases. The delivery is also logged in your delivery history with who checked it in and when.

1. After a delivery check-in with shortages, tap "📋 File Credit Request"
2. Shortage items are auto-populated with SUPC numbers, quantities, and pricing
3. Select a reason for each item (Short, Damaged, Wrong Item, Quality Issue)
4. Add additional items if needed
5. Review the total credit amount
6. Tap "📧 Email to Sysco" to send, or "📋 Copy" to paste into your own email

Currently, photos need to be attached separately when emailing your credit request to Sysco. The credit form includes all item details (SUPC, quantities, pricing, reason).

1. Go to the Waste tab
2. Search for or select the item that was wasted
3. Enter the quantity wasted (in cases or units)
4. Select a reason: Expired, Damaged, Prep Loss, Spilled, Quality Issue, or Other
5. Tap "Log Waste"

The waste is logged with your name, the cost, and the reason. Your stock is automatically reduced.

• Expired — Item passed its use-by date
• Damaged — Item was damaged (dropped, torn packaging, etc.)
• Prep Loss — Normal loss during food preparation
• Spilled — Accidental spill during handling
• Quality Issue — Item received in poor condition or taste/texture issues
• Other — Any other reason (add a note)

When you log waste, the wasted quantity is subtracted from your current stock. This keeps your inventory accurate and ensures your Smart Order predictions account for actual usage (consumption + waste).

OpsBrain's Smart Order engine calculates what you need based on:

1. Historical data — 9+ weeks of ordering patterns from your store
2. Count data — Every time you count, the engine learns your consumption rate
3. Trend analysis — Detects if an item's usage is trending up, down, or stable
4. Weather forecast — 3-day temperature average adjusts frozen/smoothie items
5. PAR levels — Never recommends more than your configured PAR max

The formula: Recommended = (Weekly Avg / 2) x 1.05 buffer x Trend x Weather

This gives you a half-week supply with a 5% safety buffer, trend-adjusted and weather-adjusted.

• 📈 Up — Usage is increasing (10% boost applied to recommendation)
• 📉 Down — Usage is decreasing (10% reduction applied)
• ➡️ Stable — Consistent usage pattern

Confidence bar: Shows how much data the AI has for this item:

• Green (60%+) — Strong confidence, reliable prediction
• Amber (30-59%) — Moderate confidence, improving with more counts
• Gray (<30%) — Low confidence, based mostly on historical averages

Source labels:

• 🧠 AI learned — Blended from your actual counts + historical data
• 📊 Partial data — Some count data, supplemented by historical
• 📋 Historical — Based on historical ordering patterns only

OpsBrain checks the 3-day weather forecast and adjusts orders for temperature-sensitive categories:

• 95°F+: Frozen +35%, Walk-In +15%, Bottles +40%
• 85-94°F: Frozen +25%, Walk-In +10%, Bottles +30%
• 75-84°F: Frozen +12%, Walk-In +5%, Bottles +15%
• 60-74°F: Normal (no adjustment)
• Below 60°F: Frozen -12%, Bottles -15%

Weather-adjusted items show a badge like ☀️ +25% next to the recommended quantity.

1. Review the Smart Order list on the Order tab
2. Tap "📋 Export Sysco Order"
3. The order is formatted with SUPC numbers, item names, and quantities
4. It's copied to your clipboard — paste it into your Sysco ordering system or email

PAR (Periodic Automatic Replenishment) levels define the ideal stock range for each item:

• PAR Min — Below this level, the item shows as 🟡 LOW and triggers a reorder suggestion
• PAR Max — The Smart Order engine never recommends more than this amount

PAR levels are calculated from your store's historical ordering data and fine-tuned over time. Contact support if you need to adjust PAR levels for specific items.

OpsBrain assigns different inventory categories to different days of the week so you never have to count everything at once:

• Monday: Frozen
• Tuesday: Walk-In
• Wednesday: Paper & Chemical
• Thursday: Bottles
• Friday: Quick Full Count (all categories)

The Dashboard shows today's assigned categories, a progress bar, and how many items remain.

The leaderboard shows who's been counting the most, with gamification features to motivate your team:

Streaks: Count at least one item per day to build a consecutive streak. The longer your streak, the more badges you unlock.

Badges:

• 🌱 First Count — Complete your first count
• ⚡ Speed Demon — Count 10+ items in one day
• 📅 Perfect Week — Count every day for 7 days
• 💯 Century Club — 100 total counts
• 🔥 On Fire — 14-day streak
• 👑 Store MVP — Most counts this month
• 🎯 Sharpshooter — 50+ counts in one week

Weekly Champion: Every Monday, the previous week's top counter is crowned champion with a toast notification.

The Dashboard shows a 7-day weather forecast with demand impact indicators. Hot days show a percentage increase expected for frozen and smoothie products.

Weather alerts appear automatically when extreme conditions are forecasted:

• 🔥 Heat Wave — Any day above 95°F
• 🧊 Cold Snap — Any day below 50°F
• 🌧️ Rainy Week — Rain forecasted 3+ of the next 7 days

1. Tap the ⏻ Logout button in the top bar
2. You'll return to the setup code entry screen
3. Enter a different setup code to connect to another store

Tap the ⏻ button in the top-right corner of the app. This disconnects you from the store but doesn't delete any data.

Tap the 🗃️ button in the top bar to see all archived items. From there you can restore any item back to your active inventory.

• Founding Operator ($99/mo) — All Pro features, price locked for life, free setup
• Pro ($129/mo) — AI invoice scanner, smart ordering, weather forecasting, all features
• Enterprise ($349/mo) — Multi-location dashboard, cross-location benchmarking, dedicated CSM

To change your plan or discuss billing, email hello@getopsbrain.com.