Your Beginners Guide to Using a Bar Inventory App

Your Beginners Guide to Using a Bar Inventory App
Bar Inventory - March 14, 2023 Written By: Krista Dinsmore

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For bar owners and managers alike, keeping track of inventory can be a daunting task. Counting bottles, taking note of stock levels, and ordering new supplies can take up a significant amount of time and effort. 

Fortunately, there's a solution that can simplify this process and that is the use of a bar inventory app

Bar inventory apps allow you to keep track of your inventory, monitor stock levels, and receive alerts when it's time to order more supplies. They can also help you save money by reducing waste and minimizing the risk of overstocking. 

In this guide, we'll explore the benefits of using a bar inventory app and provide tips on how to use one effectively.

Why Should You Use a Bar Inventory App?

The benefits of using a bar inventory app are numerous. Here are just a few reasons why you should consider using one:

  1. Save Time - By using a bar inventory app, you can quickly and easily take inventory, reducing the amount of time you spend manually counting bottles.
  2. Reduce Waste - With better oversight of your inventory levels, you can reduce waste and save money by using items that will soon expire and by optimizing orders. 
  3. Improve Accuracy - A bar inventory app can help reduce the risk of human error and provide more accurate inventory data.
  4. Simplify Ordering - When your bar inventory levels get low,  your app can alert you to reorder supplies, simplifying the ordering process.
  5. Savings - By tracking your inventory and ordering history, you can get a better understanding of your costs and identify areas where you can save money.


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How to Choose the Best Bar Inventory App 

Choosing the best bar inventory app can be a daunting task, especially with so many options available in the market. Here are some factors to consider when choosing a bar inventory app:

  1. Features 

Choosing an inventory app with the right features can make a huge difference in streamlining your inventory management process. Each app will have its own set of features, but some common ones are: 

  • Real-time inventory tracking enables you to keep track of inventory levels, which helps in determining when to place orders. 
  • Barcode scanning helps in automating the inventory management process, making it faster and more efficient. 
  • Reporting and analytics can provide valuable insights into your inventory performance, helping you make data-driven decisions. 
  • Alerts for low inventory levels can help you avoid stockouts and ensure that you always have sufficient inventory levels.


By identifying the features that meet your needs, you can choose an app that can make your inventory management process more efficient and effective.

  1. Integration

When choosing a bar inventory app, it's crucial to consider its integration capabilities to help streamline your inventory management process. Integration helps eliminate manual data entry and saves you time while reducing errors that might occur during manual entry. By connecting different software systems, you can have a more cohesive and efficient workflow that’s easy to manage. 

When looking at apps, you will want to be sure they have the ability to integrate with other software systems, such as your POS systems, accounting software, and online ordering platforms. 

  1. Compatibility

In addition to integrations, you want to be sure that the inventory app you choose is designed to work with your existing hardware and software systems.

Ensuring compatibility between your app and other systems can save you time and money in the long run. It will help prevent potential issues, improve the overall efficiency of your inventory management process and eliminate costs associated with replacing or updating your current systems and software. 

  1. User-Friendly Interface

Choosing an inventory app with a user-friendly interface is important because it helps ensure that your team can easily learn and use the app without extensive training. The best apps will have a design that is clean, organized, and intuitive and the features and functions will be easy to find and use. 

An app with a complicated interface can lead to confusion and mistakes, which can negatively impact your inventory management process. A user-friendly interface can also help save time and improve efficiency by reducing the learning curve and allowing your team to focus on more critical tasks.

  1. Customization

Customization is an essential factor to consider when selecting a bar inventory app. That’s because a customizable app allows you to align the app with your unique business needs and processes, making it easier for you to manage your inventory more efficiently. 

Customization that you may want to look for is the ability to easily find your products and categorize them in a way that makes sense for your business. Custom workflows can also help streamline your inventory management process, reducing the time and effort required for manual data entry. In addition, custom notifications and reports can help you stay informed about your inventory and easily find information. 

  1. Security

In today's digital age, protecting your data is crucial, especially when it comes to managing inventory. That’s why, when choosing an inventory app, it's essential to consider its security features. 

Look for an app that offers robust security features such as password protection, role-based access control, and data encryption to ensure that your data is secure. These features help prevent unauthorized access to your data, ensuring your information is safe and confidential. 

  1. Customer Support

An app with good customer support ensures you can quickly resolve any problems or questions you have, minimizing the impact on your inventory management process. 

No matter how easy to use an app may be, you’ll want to know there’s someone available if any issues or questions arise. So, look for apps that offer multiple support channels, such as email, phone, and live chat, to ensure you have various options to get help when you need it. 

Remember, successful bar inventory requires both tech and expert support

  1. Reviews and Ratings

Before choosing an inventory app, it’s important to read reviews and ratings from other bar owners and managers who have used the app. Reading reviews can provide valuable insights into the app's functionality, ease of use, and customer support. 

When searching for reviews, be sure to read reviews from various sources, such as app stores, forums, and social media. Also, keep in mind that every business is different. What works for one may not work for another. It's essential to read both positive and negative reviews and assess how they align with your business needs. 

  1. Demos 

Being able to demo a product during the decision process for inventory management apps can be incredibly helpful in making an informed decision. 

Demos allow you to see the app in action, giving you a better sense of how it works and whether it aligns with your business needs. They can also provide an opportunity to ask questions and get clarification on features and functionality. As an added bonus, they’re a great way for you to assess the user-friendliness of the app and the level of customer support available. 

By taking these factors into account, you can choose an app that meets your specific needs and simplifies your inventory management process.

Tips for Using a Bar Inventory App Effectively

To get the most out of your bar inventory app, there are a few tips to keep in mind:

  1. Consistency is Key - To get accurate inventory data, it's important to take inventory regularly and consistently. Set a schedule for taking inventory (e.g. once a week or once a month) and stick to it.
  2. Train Your Staff - Consider providing training sessions or tutorials to ensure everyone is on the same page and make sure your staff knows how to use the app and understands the importance of accurate inventory data. This will help improve consistency and accuracy. 
  3. Set Alerts - Take advantage of the alerts in your app so that you can be notified when inventory levels are low or when it's time to order more supplies. This can help you avoid running out of products or over-ordering.
  4. Monitor Trends - Use your app to monitor trends in your inventory data, such as which products are selling well or which products are going to waste. This can help you make informed decisions about ordering and pricing.
  5. Utilize Reports - Many bar inventory apps offer reporting features that can provide insights into your inventory data. Unfortunately, not everyone uses them. To help maximize your app's effectiveness, use these reports to identify trends, track costs, and make better decisions.
  6. Update Your Inventory - As you receive new shipments or make changes to your menu, make sure to update your inventory in your app. This will help ensure that your data is accurate and up-to-date. (Integrations can go a long way in streamlining this process.) 
  7. Keep Your App Secure - Your bar inventory app will likely contain sensitive data, such as pricing and ordering information. Make sure to keep your app secure by using strong passwords and limiting access to authorized personnel only.


Using a bar inventory app can provide numerous benefits for bar owners and managers, including saving time, reducing waste, and improving accuracy. To get the most out of your app, make sure to choose the right one for your needs and that you use best practices. 

By doing this, you can simplify your inventory management process, while saving time and money. 

Interested in learning more about how a bar inventory app can help your business to improve profit margins and become more efficient? Get in touch with the Sculpture Hospitality team of inventory experts today. 

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A Complete Buyer's Guide to Food & Beverage Inventory Management Systems

With around 25 to 35 percent of a restaurant’s operating budget dedicated to purchasing food (that’s not even taking into account beverage inventory costs for the bar), proper inventory management can significantly improve expected revenue.

To maximize profits you need to improve visibility and control over your restaurant or bar’s inventory. 

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