Food and specialist retail: Inventory software for ice cream makers
Inventory software for ice cream makers that tracks flavour bases, ingredients and empty tubs, showing what is in the freezer, what is reserved for cakes and what needs making.
Where stock drifts for ice cream makers.
Stock at ice cream makers has three layers. There are raw materials such as dairy, sugar, pastes and fresh fruit. There are bases and filled tubs in the freezer, per flavour and production date. And there are the empty tubs, lids and cake boxes that keep circulating. A tub delivered to a restaurant only comes back with the next delivery, and in peak season there are suddenly too few. In the freezer room it is not always clear which tubs are already meant for a cake or a trade delivery. A till counts scoops sold, but not how many tubs of pistachio are left in the freezer.
Inventory software for ice cream makers
Example- 1
Track raw materials and bases
DoneRaw materials are recorded on arrival with batch and shelf life.
- 2
Tubs by flavour and date
In progressEvery filled tub in the freezer is linked to a flavour, a batch and a production date.
- 3
Follow empty tubs and lids
NextTubs sent to trade customers are tracked per customer.
From receipt to use.
Track raw materials and bases
Raw materials are recorded on arrival with batch and shelf life. Each production card deducts the quantities used. Flavour bases and pastes made in house are tracked as stock of their own. When an ingredient falls below a minimum, the maker gets a prompt.
Tubs by flavour and date
Every filled tub in the freezer is linked to a flavour, a batch and a production date. Tubs meant for a cake or a trade delivery are reserved. Whoever restocks the display sees which tubs are free and which should be used first.
Follow empty tubs and lids
Tubs sent to trade customers are tracked per customer. At the next delivery, the number coming back is recorded by the driver. You see which customer still has tubs on their premises and whether there are enough empty ones for next week's production.
Alongside your purchasing and suppliers.
Raw materials come from a wholesaler and local suppliers, with a delivery note each time. Production is on production cards or a whiteboard, sales in the till. The inventory software connects them: purchasing as the source for raw materials, production cards for filled tubs and the till or a daily count for the display. Empty tubs at trade customers are tracked per delivery. The maker manages minimum levels and reservations.
Display by scoop or by tub
Tracking per scoop through the till sounds precise, but a scoop is not a fixed quantity. Counting per tub, such as how many tubs are empty at the end of the day, is simpler and usually more reliable. Combined with sales per flavour from the till, that gives a good picture.
Deposit on tubs or just tracking
A deposit on tubs for trade makes sure they come back, but adds a line to every invoice. Just tracking is simpler as long as customers are reliable. A middle way is to track and only charge a deposit once tubs stay away longer than an agreed period. Whichever you pick goes into the agreement up front.
Ingredients by batch or by type
Tracking dairy, eggs and nuts by batch is useful for shelf life and recalls. Counting sugar and stabilisers by type is usually enough. Fruit for sorbets is a case of its own: it is often judged per delivery on ripeness and is better recorded per batch, because shelf life varies so much.
Which stock we record.
Raw materials get a minimum, filled tubs are tied to flavour and batch, tubs are reserved for cakes and restaurants and empty tubs are tracked per trade customer. An ordinary summer week and a week in which two trade customers do not return their tubs are run together, so the shortage becomes visible in time. The till link and reading in delivery notes can be switched on once the counts are right.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan we see which flavours are running low in the freezer?
Yes. For each flavour you see how many filled tubs there are, how many are reserved and how many are free. When a flavour drops below a minimum you set, it appears on the list to make. The schedule uses that list for the next production block.
How do we keep track of empty tubs at restaurants?
At each delivery, the number of tubs going out and coming back is recorded. Per customer you then see how many tubs they still hold. If many stay away, you can raise it with the customer before you run short yourself.
Do we have to scan every tub?
Not necessarily. A label with a batch number is handy, but for the daily count it is enough to enter the number of tubs per flavour. Scanning pays off mainly when many tubs circulate at once, for example with a large trade side.
How do we handle ice cream that has been in the freezer too long?
Every tub has a production date. The software shows which tubs have been there longest and flags a tub nearing a shelf life limit you set yourselves. The oldest ice cream goes into the display first.
Add-ons for your industry.
What often connects to this.
- Digital job cards for ice cream makersDigital production cards for ice cream makers that record the recipe, quantity, ageing time and ingredient batch codes for every flavour batch, from mix to filled tub.
- Website for ice cream makersA website for ice cream makers that shows the seasonal flavours, the permanent classics and the ice cream cakes, so visitors know what is in the display and what to reserve.
- Enquiry form for ice cream makersAn order form for ice cream makers that asks for the flavour mix, cake size, decoration and collection time on cake orders, so there is no back and forth by email.
Know what is really there.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Inventory software for ice cream makers: track flavour bases, ingredients, full and empty tubs, with reservations for cakes and trade supply.
- Track raw materials and bases
- Tubs by flavour and date
- Follow empty tubs and lids