AI for restaurant and hotel managers
Ultramarine Work reads the invoices, counts, sales mix, schedules and flash reports already in your folder and writes the costing cards, variance workbooks, HACCP drafts and displacement analyses. You check the numbers and make the call.
Food cost variance to May 3.xlsxExample| Category | Theoretical ($) | Actual ($) | Variance ($) | Finding |
|---|---|---|---|---|
| Beef and pork | 28,450 | 29,020 | +570 | Staff meals and the waste log account for $520 of the gap. |
| Seafood | 18,920 | 21,640 | +2,720 | Halibut use is 96 lb over the sales mix, about $2,640 at $27.50 a pound. |
| Produce | 12,380 | 12,860 | +480 | The waste log covers $410, and the rest is within tolerance. |
| Dairy | 6,140 | 6,050 | −90 | Within tolerance, so no action is needed. |
| Total food | 65,890 | 69,570 | +3,680 | Actual food cost was 30.8% of sales against 29.2% theoretical. |
NoteWeigh halibut portions on the line for a week, since 96 lb over mix fits 7 oz cuts running near 8.5 oz.
Ask it for
“Cost every plate and sub-recipe for the spring menu off the Harborline and Ridge Produce invoices, using the yield sheet on file”
Spring dinner menu costing.xlsx“Compare actual food cost to theoretical for the four weeks ended May 3, with the waste log and staff meals netted out”
Food cost variance to May 3.xlsx“Write the HACCP plan for the sous vide short rib, with flow diagrams, critical limits and cooling log forms the line will fill in”
Sous vide HACCP plan.docx“Displacement analysis for the citywide group: 130 rooms for three nights from October 12 at $189 against our transient forecast, with the break-even rate”
October displacement analysis.xlsx“Draft the week of April 13 schedule from the covers forecast, then check it for clopens, posting deadlines and overtime”
Schedule week of April 13.xlsx“Update the allergen matrix for the new brunch menu and flag the shared fryer, the anchovy dressing and the sesame buns”
Brunch allergen matrix.xlsx
Inside the Restaurant & Hospitality Operations mode
Food and beverage cost control
Costs plates and sub-recipes from your invoices and counts, applies the yield sheet, and shows the food cost percentage and margin per plate.
Food safety plans and inspections
Puts your cooler names, recipes and state code into the HACCP plan, the cooling logs and the allergen matrix, then lists what you must verify.
Lodging revenue and performance
Forecasts occupancy, ADR and RevPAR, reviews the comp set, prices group business against transient and pulls the Monday morning meeting numbers.
Close variance and forecasting
Compares actual food, beverage and labor cost against the sales mix and budget, and chases the gap through waste, comps, staff meals and over-portioned plates.
Cash forecasting
The 13-week cash forecast starts from projected covers, payroll weeks, vendor terms and tax dates, one week to a column.
Business case and capital allocation
A new walk-in cooler or espresso machine gets a written business case with costs, payback and risks, ready for the owner’s table.
Workload capacity and staffing model
Covers and room nights turn into hours per daypart, so labor targets, prep lists and headcount come from real volumes.
Staff scheduling
Lays out the week’s schedule from the covers forecast and checks rest periods, clopening premiums, posting deadlines and minors’ hours before you post it.
Hiring and selection
It writes the job posting and the structured interview scorecards, and the panel scores every server on the same allergy, pace and accuracy questions.
Performance discipline and termination
Takes documented shift problems and produces the written warnings and improvement plans that quote your handbook, in date order, with facts and next steps.
Safety incidents and OSHA records
Each cut and burn report comes back as a 301 draft and a 300 log candidate, with the 7-day clock and the 8 and 24-hour reporting deadlines noted.
Emergency action plan
Builds the plan the fire marshal asks for: evacuation routes, hood and gas shutoff steps, assembly points, crowd managers for the ballroom and a drill log.
HR compliance and records
The I-9 self-audit, food handler and alcohol certification trackers, renewal dates and harassment training records get assembled before the next inspection.
- Office skills
- Excel, Word, PowerPoint, PDF
- Tools
- Read, edit and write files, Search files, Run code, Search and read the web, View images
- Connectors
- SharePoint, Google Drive, Gmail, and additional custom connectors
- House style
- Your fonts, layouts and rules, on every file
How it works
- 1
Put the week’s files in the folder
Save the vendor invoices as PDFs, along with the nightly counts, the sales mix export from the POS, the waste log, your recipe cards, last week’s schedule and time punches, and the flash report. It reads the files where you saved them.
- 2
Ask for the work product
Ask in plain words for the costing cards, the variance workbook, the HACCP draft or a displacement model. It hands back Excel and Word files, cites the file behind every number, and lists what it could not reconcile instead of guessing.
- 3
Review like you sign it
Trace the food cost gap to the counts and the waste log. Walk the kitchen against the HACCP draft and correct the limits you actually run. Then review every file it touched and post the schedule yourself, because the signature is yours.
Who it’s for
Restaurant, food service, hotel and short-term rental managers and owner-operators, chefs and kitchen managers, and multi-unit area managers.
Questions
Where do my invoices, sales data and staff records go?
The model runs on Paper Instruments’ servers, so the content it works on is sent there to be processed. Ultramarine Work changes files only in the project’s folder. When a request needs it, it can read files elsewhere on your computer, never passwords, keys or app data, and you can turn that off in settings. The compliance page has the security details.
Will the health inspector accept an AI-written HACCP plan?
Only after you make it match your kitchen. Inspectors reject generic plans that quote federal language and miss your state code, your cooler names and your actual cooling practice, and they ask you to explain your own plan on the floor. Ultramarine Work drafts from your recipes, flow diagrams and logs, states critical limits and monitoring frequencies, and marks what it could not verify. You confirm what you really do and present it, and the regulatory authority decides.
Who is liable if it builds a schedule that breaks the rules?
You are, the same as when the schedule was on paper. Ultramarine Work flags rest periods, predictability pay premiums, minors’ hours and overtime exposure, and shows the rule for each flag. Your city’s ordinance and your company policy control the final decision, and hard cases go to your labor counsel or HR. The schedule that goes out is the schedule you approved.
What if it reads an invoice price or unit wrong?
Every price in the workbook cites the invoice line and count it came from, so a bad read is easy to catch against the paper invoice before it reaches a recipe. It also reports what it could not reconcile, like a catch weight or a "pinch" the catalog never heard of. Approve a vendor’s price change before the new cost flows into the plates, and rerun the costing card if a yield looks off.
Does it decide whether a cut is OSHA-recordable?
No, that call is yours to make. It drafts the 301 incident detail and the 300 log entry from your report, flags cuts and burns that may be recordable under the medical treatment and restricted duty tests, and notes the 7-day recording deadline and the 8 and 24-hour reporting clocks. You classify the case, and the 300A summary gets certified by a company executive and posted February 1 through April 30.