I know these moments not only from customer conversations. I experienced them firsthand during the development of necta when we simulated processes. It was always astonishing to see how much energy, time, and nerves go into manual inventory management – and how great the relief is when a system suddenly brings everything together in the background. This is precisely where digital inventory management comes in.

Why modern inventory management has become so important

The world of gastronomy is under pressure. Rising food prices, ever-new requirements for labelling and hygiene, and at the same time, staff shortages. In many conversations with kitchen managers, I sense that they want to ensure quality for their guests, but the general conditions make it increasingly difficult for them.

I still remember a conversation with a kitchen manager from a social institution at a trade fair. He told me: “I put 500 meals on the table every day, but I only have half the staff I used to. If I continue working with Excel, I’ll go under.” Such statements stick with you.

That is precisely why digital inventory management is no longer a “nice to have” today, but a necessity. It helps maintain an overview, automate processes, and save time – so that people in kitchens can once again do what truly matters: put good food on the plate.

The advantages I consistently observe in practice

What has always motivated me as a developer and now as a product manager are the moments when customers tell us how much easier their daily lives have become. By now, I know the advantages from dozens of projects – and they are consistent everywhere.

• Real-time transparency: I used to often hear “We don’t know exactly what’s in the warehouse.” Today, chefs open necta and immediately see inventory, cost of goods sold, and costs. No more nasty surprises.
• Flexible purchasing: A customer proudly told me that thanks to necta, he is no longer dependent on a single supplier. He compares prices, orders freely – and thus saves hard cash.
• At IN VIA Köln, teams were able to save 30–35% of time in planning and evaluation by implementing necta. Instead of confusing Excel files, clear digital processes now provide noticeable relief in daily kitchen operations. Read the full success story here.
• Less food waste: More precise planning significantly reduces waste. For me, this is one of the most beautiful effects, because it not only lowers costs but also has a sustainable impact.
• Legal certainty: The topic of allergen labelling is complex. Many kitchen managers work much more relaxed thanks to digital support, as they can rely on accurate data.

Which functions make the difference

As a developer, I always built necta with one goal: the software must be practical. No theoretical gimmicks, but real help in everyday life. Today, as a product manager, I see exactly which functions are the biggest levers:

• Warehouse management & mobile inventory: When customers tell me they can now simply walk through the warehouse with a tablet and record stock, I feel how much stress this eliminates.
• Automated orders: Setting minimum stock levels, receiving suggestions, making flexible decisions – for me, this is the perfect blend of control and relief.
• Recipe & allergen management: I find it particularly exciting how centralized recipe management simplifies daily life. Even with staff absences due to illness, everything continues because everyone uses the same data.
• Real-time dashboards: I love it when kitchen managers show me their operating results and say, “Finally, I have my numbers under control.”
• Interfaces: In conversations with accountants and controllers, I see how important it is that the cash register, suppliers, and accounting are connected. No more redundant work steps.

How the transition succeeds – from my experience

Many ask me: “Klaus, sounds good – but isn’t the implementation complicated?”
From my experience, I can only say: If the steps are clearly structured, it happens surprisingly quickly.

1. Inventory assessment: Our experienced project staff work with the customer to identify where manual work is still being done and where the potential lies.
2. Data maintenance: Basic products, recipes, and suppliers are transferred into the system.
3. Rollout: We provide practical training for the teams.
4. Success measurement: After a few weeks, the results are visible – less time spent, less food waste, better cost control.

One example: IN VIA Köln was able to save 30–35% of time in planning and evaluation with necta. Thanks to centrally maintained recipes and clear digital processes, everyone now works uniformly – even in cases of illness or staff changes. Teams have significantly less manual control and rework, which brings noticeable relief to daily kitchen operations.

Which key figures truly matter

As a product manager, I talk a lot about numbers. But what truly matters? From my perspective, these KPIs are particularly important:

• Cost of goods sold ratio – shows how economically operations are managed.
• Inventory discrepancies – shrinkage and overstocking are immediately noticeable.
• Price and supplier comparison – creates negotiation leverage.
• Time savings in the process – every hour less office work is an hour more for the kitchen.
• Food waste reduction – my personal passion, because it combines sustainability and cost control.

Trends I find exciting

In my conversations with customers, one topic comes up more and more often: sustainability. ESG criteria, EU regulations, CO₂ transparency – all of this is coming to the industry.

When we linked necta with Eaternity, that was a real highlight for me. Suddenly, we could calculate the CO₂ footprints of recipes and thus make sustainability measurable. I see a huge competitive advantage in this – and many kitchen managers confirm this to me.

My Conclusion

Looking back over the past few years, I see a clear development: digital inventory management has evolved from a “nice to have” to an absolute must. I have seen countless kitchens that worked with notes, Excel, or gut feeling, and I have seen how their daily lives changed once they digitized.

For me, the most rewarding thing is when a kitchen manager says after a few months: “Klaus, you really made our lives easier.” That’s exactly what I work for every day, with my team, with our customers, with passion for better kitchen processes.

So, if anyone is still hesitant to take the step: Go for it! It’s worth it – for your team, for your guests, and for the future of your gastronomy.

Curious?

Then secure a free consultation and experience how modern inventory management makes your gastronomy digital and future-proof.