Executive Summary
Stained Glass Pub struggled with operational roadblocks that drained time and hindered decision-making. Their previous back-office system demanded tedious manual processes and offered minimal reporting flexibility, leaving the team overwhelmed and inefficient. Switching to Back Office provided immediate relief, simplifying initial data entry processes and delivering quick access to the insights needed for smarter menu costing and purchasing decisions. The structured onboarding approach ensured that Stained Glass Pub could get quickly set up in the system, leading to faster inventory management, real-time invoice tracking, and a noticeable improvement in daily workflows, even in the early stages.
The Problem
Before adopting Back Office, Stained Glass Pub faced numerous challenges that hindered their operations. Manual data entry was a major inefficiency, requiring the repetitive and time-consuming task of inputting each item, price, and quantity individually.
The limited functionality of their previous system added to the frustration, with SKU restrictions and the inability to automatically import invoices without incurring high costs. These inefficiencies were further compounded by the need to manually adjust for different pack sizes, which made inventory management a nightmare.
As a result, inventory data was often delayed by up to a month, preventing timely decision-making. Additionally, the high costs associated with alternative software solutions were unsustainable for a small business, offering limited value for the expense.
The Solution
Stained Glass Pub found an ideal partner in Back Office, which addressed their operational pain points with a comprehensive solution. The system’s efficiency stood out immediately, simplifying data entry and enabling the automatic import of invoices. This drastically reduced the manual workload and ensured invoices were consistently tracked in real-time, eliminating delays and errors.
With valuable time freed up, the team could focus on strategic operational improvements. Additionally, the robust reporting tools provided the restaurant with the insights needed to make more informed decisions on menu pricing and purchasing.
Cost-effectiveness was another key benefit, with Back Office offering exceptional value at a price that fit within the budget of a small business. The onboarding process also played a crucial role in the transition. Weekly meetings provided step-by-step guidance, helping the team quickly navigate the system setup and start seeing its benefits. This hands-on approach enabled Stained Glass to implement the system efficiently and achieve accurate, actionable reporting.
Results
Even during onboarding, Back Office delivered significant improvements to Stained Glass Restaurant’s operations. Inventory management, which previously took weeks to complete, now takes only a few hours—a major time-saving achievement that became evident early on.
“Overall, this system has given me the ability to do my job better and be more effective on my day-to-day tasks, rather than being drowned in a stack of invoices to enter.”
– Lauren Murphy, General Manager
Real-time updates have become the norm, with daily tasks ensuring the team stays current and eliminating the backlog of invoices. Menu pricing and recipe costing processes have also seen major improvements, making it easier to create recipes and gain a better understanding of menu profitability.
Managers have benefited from greater flexibility and accuracy in inventory counts thanks to enhanced visibility into pricing variations across cases, packs, and units of measure. Most importantly, the time saved by reducing manual data entry has allowed the team to focus on strategic tasks, improving overall operational effectiveness.
Solution—Back Office Food Cost Management: Stained Glass Pub leveraged Back Office’s Food Cost Management solution to streamline inventory tracking, simplify data entry, and gain actionable insights into menu pricing and profitability. | Solution—Back Office AP Automation: Our AP automation feature streamlined invoice scanning and data entry, saving time and reducing the Stained Glass Pub team’s manual workload. | 90%During the onboarding process, Back Office transformed Stained Glass Restaurant’s operations, reducing inventory management time from weeks to just a few hours—a remarkable 90% time savings achieved right from the start. |
About Stained Glass Pub
Established in 1973, Stained Glass Pub is one of the first sports bars in Montgomery County, known for its pizza, affordable menu, and welcoming atmosphere. Both locations offer fast, friendly service with made-to-order food and drinks, including pizza, appetizers, subs, sandwiches, soups, salads, seafood, and daily specials—something for everyone. The pub features big-screen TVs for year-round sports viewing, along with spacious booths, open tables, and a patio area. With stained glass decor, granite bar tops, and the aroma of its famous pizza, the pub offers a neighborhood vibe for out-of-town guests and late-night enjoyment for locals. It caters to a variety of events, from business lunches and sports banquets to family gatherings and happy hours for all.