What is ChefMod?

ChefMod provides team supported purchasing solutions through AP automation, and group purchasing subscriptions nationwide.

Who can benefit from using ChefMod?

Any restaurant purchasing and accounting for food, nonfood, and beverage products through wholesale foodservice distribution gain invaluable insights and quick access to costs in their business, as well as a built-in Marketplace solution for managing supplier orders.

Can I use my own suppliers?

Yes, with ChefMod you can manage AP Automation, Invoice Processing, Purchasing and Receiving for any supplier that you currently use. 

How does ChefMod’s Order Management System work?

ChefMod’s Order Management System, powered by CrossDoc, facilitates two main workflows. Firstly, it enables 3-way matching in accounts payable to rectify errors or mismatches. Secondly, by digitizing all incoming invoices, ChefMod provides a seamless shopping experience accessible to every culinary staff member for every product.

Can ChefMod integrate with existing restaurant systems?

Yes, ChefMod integrates with many accounting solutions including Quickbooks, Restaurant 365, SAGE 500, Jonus Club Software, and more every day.

What makes ChefMod different from other restaurant management systems?

ChefMod stands out from other restaurant management systems by offering comprehensive support to owners since 2005. Initially focusing on group purchasing, ChefMod continues to evolve to include recipe management, business analytics, AP automation and Inventory. Every invoice becomes part of a customized Marketplace, usable in the EzRecipe module, and is supported by insightful Business Analytics.

Are my recipes safe in ChefMod?

Yes. With our EzRecipe module, your recipes are securely stored and managed. We prioritize your recipe’s
safety by employing the same stringent standards used to protect financial data. Additionally, our system operates on a permission-based model, giving you full control over who can view and edit your recipes. Whether it’s treasured
family recipes passed down through generations or newly created culinary masterpieces, rest assured that they’re safe and accessible only to those you authorize.

How do I get started with ChefMod?

To begin with ChefMod, choose a monthly or annual subscription plan that suits you. Connect your financial  software and send invoices daily through the gateway. With ChefMod, effortlessly generate purchase orders and eliminate manual entry of invoices.

What support options does ChefMod offer?

ChefMod provides two subscription options, with a third combining both. You can maintain your supplier relationships, access national purchasing programs, or mix both. Modify your choices anytime. Support is available from our Member Services and Data Management Teams, staffed by hospitality-trained professionals, day and night, 7 days a week, to address any issues.

Is there a mobile app available?

Yes, ChefMod is available for Android, and IOS devices.

What sets ChefMod’s automated solution for contract management apart?

ChefMod’s automated solution for contract management is not just software; it’s a deep understanding of the challenges you face in the culinary world. From passion to plate, we’ve lived it. Our personalized service is based on the collective experience of our team, ensuring unmatched synergy in taking your business to the next level.

How does ChefMod support my culinary vision beyond automation and procurement?

At ChefMod, we’re not just experts in automation and procurement; we’re your dedicated partners in the culinary
workflow. Whether it’s sourcing rare ingredients, managing financial data, or ensuring quality with real-time updates, ChefMod is here to support you every step of the way. Think of us as your culinary vision’s dedicated team of experts.

What professional services does ChefMod offer?

ChefMod provides a range of professional services, including AP automation setup and implementation, accounting system integration, invoice digitization, chart of accounts mapping, order management, e-invoices vendor integration, price management, contract management, item management, supplier relationship management, and product sourcing. Each service is designed to enhance your restaurant operations.

How does AP Automation Setup and Implementation with ChefMod benefit my restaurant?

With ChefMod, you experience a seamlessly orchestrated data flow right from the start. We collaborate to create a
comprehensive roadmap for flawless financial integration, provide expert guidance and support, and ensure a streamlined and efficient invoice processing system. Efficiency from day one is our promise.

How does ChefMod’s Accounting System Integration work?

ChefMod ensures effortless financial integration, managing the seamless transfer of vital invoice data to your financial software. We support efficient integration with popular systems like QuickBooks, Restaurant365, Jonus Club Software, MAS 500, and others. Our advanced support is available whenever you need it.

What are the benefits of Invoice Digitization with ChefMod?

Our dedicated Data Management team transforms paper invoices into digital formats, eliminating manual entry costs and optimizing supplier relationships for streamlined operations. Leverage invoice data for versatile applications and enjoy the benefits of a paperless workflow with ChefMod.

How does Chart of Accounts Mapping simplify expense management for my restaurant?

Chart of Accounts Mapping with ChefMod automates the linkage of items, services, and suppliers to precise cost
categories and accounts. This results in simplified expense management, reliable financial reporting, and expert guidance from our Data Management team.

How does ChefMod ensure error-free Order Management?

ChefMod’s restaurant ordering solutions, powered by our vigilant Member Services team, ensure error-free order
processing. We provide supplier data entry support, continuous order surveillance, and effortless order accuracy, addressing exceptions like minimums, delivery days, and cutoff times.

How does E-Invoices Vendor Integration work with ChefMod?

ChefMod’s watchful system expertly cross-references supplier invoices with your orders, pinpointing any
discrepancies in pricing and quantities. Benefit from automated accuracy and accountability, instant alerts on price alterations, and swift identification and rectification of overcharges.

What is the role of Price Management in ChefMod’s services?

Price Management with ChefMod provides complete visibility into supplier pricing and comparable alternatives. Gain
holistic pricing insights, effortless savings, and empowered decision-making with ChefMod.

How does ChefMod support Masterful Negotiation through Contract Management?

ChefMod’s dedicated team ensures clarity, vigilance, and cost-efficiency in your supplier agreements. Gain peace of mind with stable supplier relationships, enjoy transparent and competitive pricing, and leverage the collective strength of ChefMod’s network for enhanced bargaining power.

How does Item Management benefit my restaurant with ChefMod?

ChefMod’s Item Management unlocks effortless access and organization for every ingredient you purchase, creating a comprehensive catalog tailored to your needs. Gain entry to a personal item catalog, access complete pricing transparency for each item, and stay agile with real-time updates to your Smart Shopping List.

What is the role of Supplier Relationship Management in ChefMod’s services?

ChefMod’s Member Services team is your trusted liaison, managing every aspect of your supplier relationships. From
orders to pricing and delivery, count on continual monitoring and updates regarding supplier performance, data-driven insights with real-time feedback, and proactive issue resolution.

How does ChefMod’s Product Sourcing service work?

Benefit from on-demand product sourcing expertise with ChefMod, ensuring you source the ingredients and supplies you need promptly and hassle-free. Enjoy rapid sourcing, supplier vetting, and leverage the collective strength of ChefMod’s network for enhanced bargaining power.

How do invoices get into the system for processing?

Scan through the mobile app, batch scan using the desktop Upload feature, or email with your dedicated CrossDocAP email address issued for all customers.

Do I have to scan invoices one by one?

No, invoices can be batch scanned through our desktop or emailed.

How does ChefMod assign General Ledger accounts?

Our solution matches every line of expense to a specific account within your own unique Chart of Accounts.
Invoices for services, subscriptions, utilities, and other expenses unrelated to items, are associated by company to an account on your Chart of Accounts.

Can ChefMod use my own Chart of Accounts?

Yes, ChefMod’s unique invoice processing methods ensure that every expense is matched to your own Chart of Account.

Does ChefMod convert all invoices, even hard to read and handwritten?

Yes, we will never deliver an invoice that is not 100% completed. We have a team of people who use industry knowledge to translate even the most difficult handwritten invoices. If we can’t figure it out, we will call you! 

Is ChefMod Safe to hold my data?

Yes, with ChefMod’s SSL encryption standards, hosting your financial data is secure. SSL ensures data
confidentiality between your device and ChefMod’s servers, minimizing the risk of unauthorized access. Coupled with ChefMod’s industry expertise, your financial data is in safe hands.

Does ChefMod highlight pricing issues and differences in shipped quantities?

Yes, our solution will “red line” any differences between ordered price and delivered price. We do the same for any
variation in quantities shipped so that you can follow up with your supplier directly on these issues.

What makes ChefMod different from other AP Automation and procurement solutions?

ChefMod stands out by taking a hands-on approach to accounts payable automation and vendor relationships. Our tailored solutions are driven and supported by people first, and then leverages technology to ensure efficient processing. Honed with over three decades of expertise, you will have a team to lean on at ChefMod to go beyond automation optimized specifically for restaurant owners.

Can ChefMod accommodate the unique needs of different types of restaurants?

Absolutely! ChefMod’s roots are in hospitality first. Our trained teams cut their teeth working in restaurants and
are fully trained in the language of our industry. We understand your diverse needs simply because we have lived it ourselves. Our solutions are flexible and customizable, catering to the specific requirements of various restaurant types and sizes.
How does ChefMod assign General Ledger accounts?

Each line of expense is matched to your own Chart of Accounts. Item-level mappings are memorized and applied automatically, and service-type invoices are associated to the right accounts by company.

Do invoices require approval before export?

Yes. Store or location users review and approve before export to your accounting system. Automated export timing can use an optional buffer window.

Who handles unclear or unreadable invoices?
ChefMod’s Data Management Team (DMT) handles all invoice transcription, users never deal with exceptions. If data is unreadable, our DMT will inquire. Erika and her Member Services Team will follow up if needed to ensure clarity so there are no invoice exceptions… EVER.
How should shorted or incorrect items be handled?

Process the invoice in full, and ChefMod flags expected credits (xCr). Member Services then pursues the vendor credit and reconciles it on your behalf.
Can invoices be held for payment until a credit is issued?

You can, though the recommended workflow is to process the full invoice and track xCr. Scheduled reports maintain visibility until the credit memo posts.
Can we receive weekly expected credit reports?

Yes. xCr summaries can be automated weekly or daily and delivered to the right stakeholders.
Can order guides be locked to preferred vendors?

Yes. Use static lists for control or smart lists for automation. Corporate settings can restrict or allow alternates as needed.
Are prices live or based on last paid?

In-network vendors can display live or regularly refreshed pricing. Out-of-network vendors use last-paid prices until direct feeds are enabled.
Can we upload vendor price lists from Excel or CSV?

Yes. ChefMod can upload price sheets and work toward direct integrations with vendor systems to keep pricing current.
Do emailed orders receive confirmations?

Yes. POs include confirmation links. Member Services chases confirmations before cutoff when needed.
What happens if an order is placed after cutoff?

Member Services is alerted, contacts the supplier, and coordinates updated delivery or reschedule with the location.
Can we get alerts for confirmations or daily receiving?

Yes. Email notifications and receiving reports can be enabled per user or location.
How does ChefMod handle differences in workflows between locations or regions?

Permissions, approval flows, GL mappings, and vendor visibility can be configured by location or region while maintaining unified corporate oversight.
Can we get spend analytics by category, supplier, and location?

Yes. Business Analytics surfaces spend, variance, and supplier comparisons. Reports can be scheduled or customized.
How does ChefMod handle vendor disputes or missing credits?

Member Services follows up with suppliers and documents communication. Open items remain visible on xCr reports until resolved.
What if an order is placed outside approved vendors or cutoff?

Member Services is alerted, coordinates with the supplier, and updates timing or notifies the store if rescheduling is required.
How does ChefMod manage user permissions and accountability?

Role-based permissions control ordering, approvals, and inventory edits. All actions are logged, providing a clear audit trail.
How long is invoice and order data retained?

Data remains accessible for the life of your subscription and stays searchable for audits and trend analysis.
Can ChefMod connect to external BI dashboards or ERPs?

Yes. Standardized exports and collaborative API integrations are available to connect with corporate tools and ERPs.
How do we request feature enhancements or share feedback?

Share feedback with Member Services or through Support. Requests are logged, reviewed by product and development, and updates are communicated in release notes.

Inventory Questions

How does inventory setup work?
Inventory begins by creating physical storage areas called Sections that mirror your storerooms, bars, and walk-ins. This ensures counts follow a logical, consistent sequence. ChefMod can guide or accelerate setup.
Who builds and maintains the inventory?

Typically the location beverage or kitchen manager, with support from accounting as needed. ChefMod can assist or execute accelerated builds when timelines are tight.
How are purchased items linked to inventory items?

Invoice data maps purchased products to inventory items. The DMT maintains mappings through vendor changes, pack sizes, and descriptions. Multiple purchased items can link to a single inventory item for continuity and valuation accuracy.
What if a supplier substitutes a product?

If it is the same underlying product, the system associates it to the existing inventory item to maintain consistent counts and historical costs.
Can we count in our preferred units?

Yes. Count by bottle, case, pound, or any unit that fits operations. ChefMod converts counts using invoice data so valuation reflects accurate per-unit costs.
How is inventory valued?

FIFO valuation uses the most recent invoice pricing to keep COGS and theoretical cost reporting current and accurate.

How often should we take counts?
Weekly or monthly counts are common for food and beverage, with daily spot checks for high-value or fast-moving items. Full and partial counts are supported.
Can we make adjustments outside of a full count?

Yes. Replenish, Deplete, Transfer, and Move actions are available at the item level. All actions are recorded in an audit trail.
What inventory reports are available?

Count Valuation Reports, Variance Reports, and Theoretical vs Actual Usage are available with filters by date, Section, and item type. Reports export to Excel or PDF.
What happens after we submit a count?

Submitted counts are locked for historical integrity. Valuations update automatically. Corrections are handled through subsequent adjustments, with a full audit trail maintained.
How are GL accounts kept in sync?

Inventory items inherit GL logic from your invoice mappings in CrossDocAP, keeping inventory activity aligned with your Chart of Accounts.
Can we print or export inventory lists?

Yes. Export clean count sheets by Section to Excel or PDF for offline use and easy re-entry.
Does ChefMod track waste, spoilage, and transfers?

Yes. Record depletions for spoilage, staff meals, or events, and transfers between Sections or locations. Reports reflect these changes immediately.
How does the ChefMod app support inventory counts?

The ChefMod mobile app includes inventory features and supports offline counting. Perform counts in areas with weak or no signal and sync automatically when back online.