6 Tasks Restaurant Teams Can Automate with AI

AI is kind of having a moment right now. 

It’s basically impossible to scroll through a newsfeed without stumbling across an article (or 10…) about the rapid developments we’re seeing in AI technology — and all of its benefits, risks, and mind-blowing potential to change life as we know it.

While AI is getting quite a bit of PR here in 2023, many industries have been embracing AI for years, including hospitality. From automated customer insights to voice assistants, AI is becoming increasingly entrenched in restaurant operations. 

What even is AI?

AI (short for artificial intelligence) is an exciting new technology that’s changing nearly every industry — including the service and hospitality industries. AI is intended to take in information and respond in a way that mimics human responses. This means it can respond to queries with valuable information. If you use Alexa at home, you’re interacting with AI every day.

Machine learning is what makes AI really valuable, especially in restaurants. Machine learning takes in information from a data source (for example, your POS) and analyzes it. Once the tech “learns” from historical data, it can predict trends and behaviors in the future. For example, TikTok uses machine learning to determine which videos you’re more likely to engage with and shows you new content based on those predictions in hopes of keeping you on the app for longer.

Why use AI in your restaurant? 

Running and managing a restaurant is stressful. Operators and managers wear a lot of hats, and it can be hard to streamline operations when you’re pulled in so many different directions. Restaurants can use AI to make life just a little bit easier — and cut costs while you’re at it.

Does that mean the service industry should start preparing for the inevitable robot takeover? Not just yet. The human element is still vital to many segments. But there’s never been a better time for restaurant operators to innovate: new AI advances can streamline and simplify everyday restaurant management processes, helping operators to uncover new efficiencies, increase staff and customer satisfaction, and ultimately boost your bottom line.

Here are a few ways AI can lighten your workload and optimize your restaurant operations.

1. Menu Development 

Your chef and kitchen staff have been hard at work putting together delicious dishes that will turn your new customers into regulars, but how are you supposed to put all the flavors and components into a short, enticing description? With AI, you can skip the writer’s block and simply generate well-worded descriptions in seconds. 

2. Hiring

Restaurants are still experiencing staffing shortages and struggling to fill positions — but what if AI could streamline your hiring efforts? There are a few ways to relieve the burden that staff issues have put on restaurant management. 

  • Writing job descriptions: Remember how we said it was tedious to write menu descriptions? Same goes for job descriptions. Of course, you want to provide all the details about the role, but sometimes it can be hard to creatively describe a serving job and show off your restaurant’s culture. Instead, turn to AI for quick job descriptions that only need to be slightly edited to show off more personality. 
  • Reviewing applications: Once you’ve posted your job online, you have a few different ways to leverage AI in the hiring process. For one, you can use AI to filter out candidates that don’t meet your requirements about experience, age, or availability. Then, you have fewer applications to wade through and can focus on serious candidates only. 
  • Chatbot: To really lean into the AI trend, you can also use an AI chatbot that has a text conversation with applicants to learn about their skills, job experience, pay expectations, and availability. Choose a chatbot that can integrate with your existing technology, so you don’t have to create your own software (unless you want to). Rather than filling out the traditional application form, your candidates will share about themselves in a more casual, conversational manner, almost like a pre-interview. These chatbots can still filter out candidates who aren’t going to be a good fit — and it might impress your more tech-savvy candidate pool.  

Of course, you can also tackle staffing issues by automating some of your positions. QSRs can especially take advantage of AI voice assistants to man drive-thrus and take orders, while your human staff focuses on fulfilling them.

3. Scheduling

You’re not limited to AI writing tools. New technology can automate and optimize almost every aspect of your business, from front of house to back. 

Now that AI’s streamlined your hiring practices, give it a chance to improve your schedule, too. Restaurant budgets can be tight, so you don’t want to have too many employees during a slow weekday lunch — but you also don’t want to be understaffed during a huge rush. Machine learning can analyze your sales data to determine peak times and the optimal amount of staff to schedule for a shift. You can put in parameters that will keep the schedule within budget, and then use the AI-generated roadmap to create your weekly schedule.

4. Forecasting

AI can do even more with your POS data to optimize your entire restaurant and predict trends, empowering you to make data-backed business decisions. 

For example: inventory management. No one wants to over-order and let food spoil, nor do you want to 86 a popular dish because you ran out of one ingredient. With AI, you can utilize POS data to determine your best-sellers, which items you frequently run out of, and where you could be over-purchasing. With your inventory optimized, you’ll prevent food waste and serve your customers their first-choice dish.

>> Find out more about Revenue Forecasting for restaurants

5. Marketing & Customer Insights

Once you get people in the door, you want to keep your loyal customers coming back. Many small restaurants don’t have the luxury of a full-time employee to run their marketing efforts. Good news: You can employ AI instead. 

Auto-generate marketing emails to let your customers know about specials, events, and coupons. If you have a loyalty program, you can even take it a step further. AI can figure out each customer’s most frequent orders and when they’re most likely to come in, and offer individualized deals based on their ordering habits. Your customers will feel like you really know them, and you can relieve pressure off the FOH manager who does marketing on the side. 

6. Customer Engagement 

While you don’t want to lose the human touch that really makes your customer experience, there are a few tasks you can pass off to AI that will free up managers’ and employees’ time for more pressing tasks (especially when they’re in the weeds on a busy Friday night). 

If your phone is ringing off the hook with people asking about wait times, making a reservation, or wondering if you have outdoor seating, AI can help field calls and answer their questions. You can program the AI to pick up on certain terms (like “reservation”) to generate the answer your guests are looking for. If you can integrate AI with your waitlist and reservation software, the AI can add callers to your waitlist, estimate wait times, and create reservations. 

Adding an AI chatbot to your website can also quickly engage customers, allowing them to get answers to specific questions that they’d normally call in to ask. 

Of course, there are limitations to tech, especially in the communication and hospitality departments. When choosing to add any new technology to your restaurant operations, make sure that it gives you more tools to engage with customers — and doesn’t create a cold, mechanical dining experience. It’s there to make your life easier, but AI can’t replace good service and personal connections with your customers.

Looking to simplify your tip out process? Kickfin can help. Check out a demo of our instant digital tipping software.

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We know how important same-day payments are for veterans of the service industry who are accustomed to quick cash — and we’re now seeing that same demand expand into other industries as well. 

Kickfin co-founder Justin Roberts joined MasterCard’s InConversation Webinar series to discuss why immediate payment disbursal is key for the restaurant industry and the gig economy as a whole.

Watch the webinar here or read our recap for the highlights: 

People live paycheck-to-paycheck

Not just some people are living paycheck to paycheck. Most people are. 

That’s right: around 64% of U.S. consumers are just getting by. Even more shocking, 51% of consumers who earn over six figures are still living paycheck to paycheck, despite their higher tax bracket. 

It’s a major reason why employees need access to their earnings sooner rather than later. The pressure of watching your bank account slowly drain in the two weeks between payday is putting a lot of pressure on people, leading to a much greater demand for instant payments than ever before. 

Instant payouts are now table stakes

A PYMNTS study found that people of all ages prefer to be paid out immediately, as well as some other interesting statistics:

  • When given the choice, 68% of respondents said they would opt for an instant pay out
  • 40% of gig workers surveyed were willing to pay a fee for an instant disbursement
  • 81% of respondents were willing to switch jobs to an employer that offers instant access to earned wages and tips

It’s safe to say instant payouts are becoming the expectation for today’s modern workforce. But not all instant payouts are created equal.

Consumers are much more likely to engage with an instant payout system if they aren’t required to share their bank account and routing numbers and can access funds with just their debit card credentials. Why? It’s faster, more convenient, and feels more secure. 

Instant payouts and tip management: a perfect use case.

Instant payout innovation has come at the perfect time for the restaurant industry, which is struggling more than ever with the hassles and cost of cash.

If you’re in the restaurant biz, then you know: Most consumers pay with credit cards these days, not cash. That means there’s rarely enough cash on hand to pay out tips at the end of a shift. But employees still want and need instant access to their tip earnings.

Enter: instant payouts. Offering employees the option to receive their tip earnings directly to their bank of choice, the second their shift ends, can go a long way in improving employee satisfaction and ensuring their financial security.

But instant payouts are more than a work perk for employees. The operational benefits for employers range from reduced administrative burden and significant time savings to stronger compliance and streamlined reporting.

Modernizing your tip management strategy: 5 best practices 

There are three key components to your tip management strategy: 

  • Tip pool policy: How are you divvying up tips among your staff? 
  • The payout method: How are you distributing those payments?
  • The systems and tech: What are you using to facilitate those payments?

Under the current circumstances, restaurant operators are under immense pressure to bring their tip management into the future. 

5 best practices for tip management 

Based on our experience working with restaurant operators across the country, we’ve found that these five practices are the perfect recipe for building a successful tip management system.  

  1. Determine the right model and method for your restaurant, based on your location and tech stack
  2. Get a written tip policy (and get it legally approved
  3. Solicit employee feedback in a structured way
  4. Leverage technology for efficiency, accuracy, and compliance
  5. Don’t over-complicate (but do over-communicate!)

Tip management solution must-haves

When seeking a new tip management solution, make sure you carefully vet each system to see if it really meets your needs, or if it’ll be just as frustrating as cash. Here are a few suggestions for what should be on your checklist: 

  • Instant payouts
  • Direct to bank of choice
  • Availability of employee funds
  • Payroll option 
  • Integrations 
  • Simple implementation + onboarding process 
  • Around-the-clock customer service 

Big emphasis on strong customer support teams. Restaurants and bars don’t have “typical” business hours, so neither should your tech support.

Bar Louie automates payouts with Kickfin 

In a recent case study, we took a deep dive into our partnership with Bar Louie, a chain with over 60 locations that took advantage of our new integration with Toast. They made the switch from cash payouts to Kickfin’s instant, direct-to-bank payouts and haven’t looked back.  

Two-minute tip-outs

Before Kickfin, managers spent an average of 45 minutes per shift working through Bar Louie’s complex tip out policy and counting cash. The tip pooling rules were important to them — it’s what makes the entire staff feel like they’re getting their fair share. 

Using the Kickfin0Toast integration, Bar Louie was able to automate the tip pool calculation process and send tips straight to employees in under two minutes – a potential annual savings of 15,000 labor hours across all locations.

>> See more customer success stories 

Do you want to see these kinds of cost-saving results at your business? Let’s talk. Get a demo of Kickfin and see why restaurant owners and employees alike trust us to manage their tips.

Kickfin’s best-in-class tip calculation tool has some exciting new bells and whistles.

If you’re already using Kickfin’s tip pool calculator, then you know how much time and hassle you’re saving by automating everything. (And if you’re not? Head over to our tip pooling software page to see how it works!)

As we partner with more restaurants to bring their tip management into the future, we’re continuing to innovate our product so we can address their biggest pain points.

In this case, that means enhancing our tip pooling features so you can auto-calculate tip amounts even for the most complex or unique tip pool or share policies.

Check out a few of our latest features that will make tip calculations easier than ever.

New Release: Splitting Large Party Tips 

If your restaurant often hosts large parties, you know that the tip share can get confusing. Say one server is taking care of a party of 40 with a bartender assigned to only make drinks for that party. Meanwhile, the server has a few other two-top tables that are getting drinks from the main service bar. At the end of the night, how do you ensure that the large-party bartender gets their fair share of the tip out (without spending an hour on your phone calculator)? 

Kickfin can now automate that process for you, alleviating questions from your event bartender and saving time and effort on the part of your managers. 

Seamless Integrations 

Kickfin is partnering with your POS system to integrate seamlessly with your existing restaurant tech. Already, we’re serving Toast customers through our integration — and your POS just might be up next. 

Kickfin integration users get access to new product features first, like our new tip-out transparency tool. Your employees can log into their Kickfin accounts and see exactly how their tips have been split between team members, offering them full transparency into your tip policy in action.

Manager Tips 

We’re always listening to feedback to improve the Kickfin experience, and this one goes out to all of our restaurant partners who asked us to streamline the manager tip reallocation process.

>>Learn more about managers & tipping laws

In most cases, managers are not allowed to earn tips since they are salaried employees. But we all know that managers often step in and take care of tables to help servers get out of the weeds. Well-meaning guests will most likely leave a tip, not knowing that the manager technically can’t accept them — so where does that money go?

Kickfin now features a default pool, where tips “paid” to a manager are automatically redistributed to tipped staff based on your restaurant’s tip policy. 

Improved Labor Data Accuracy

We all know how easy it is for an employee to forget to clock out after a long shift. And sure, they aren’t going to get paid for a 16-hour overnight shift, but when payday comes around, those extra hours create a nightmare for your payroll team. 

With Kickfin, all employees are required to be clocked out in order to finalize payments — so you’ll catch the labor data mistake long before your payroll team has to sort it out. 

Even Better Security 

We’re committed to protecting you and your employees’ hard-earned money, so we’re adding an extra layer of security for certain transactions. You can now enable double approval of payments that meet certain conditions:

  • First payment for new employees
  • Employees getting their first payout in X number of days
  • Employees receiving more than X payouts in a 24-hour period. 

With these extra guardrails in place, you can always be sure that the right money is going to the right person. Reach out to our support team to configure your custom security measures.

Using Kickfin is a win-win for operators, managers, and employees alike. Restaurateurs save on cash delivery and labor costs, managers shave hours off their workload, and servers have the same instant payment that they’re used to — without the hassle and uncertainty of cash. 

Want to learn more about Kickfin? Let us show you the ropes with a demo

You heard it here first: 2024 is the year of integrations. 

In an effort to make Kickfin even more user-friendly and adaptable for our partners, we’re working with restaurant tech leaders to integrate our tip management solution with their existing systems. 

First up — Toast! A trailblazer for cloud-based restaurant management technology, Toast is a favorite POS system for restaurants, food trucks, and bars. You probably know them best for being the first to create handheld POS devices, drastically changing the entire restaurant ecosystem. To make life easier for their customers, Toast partnered with Kickfin to create an integration that makes tip pooling, tip distribution, and calculation smoother. 

As restaurant tech innovators ourselves, this partnership is the perfect fit for Kickfin. 

Our goal at Kickfin is always to save time for managers, prevent loss for operators, and create more financial freedom for hospitality employees through pioneering technology that digitizes many of the analog processes that the restaurant industry is built on. 

As a member of the Toast Partner Ecosystem, we’ll be able to deliver our product to Toast customers and modernize their tip management systems with ease. Using technology that they’re already familiar with, Toast customers can reap the benefits of Kickfin with minimal ramp-up upon implementation.

“No two restaurants split tips the same way, but invariably, it takes too long and involves too much risk,”  said Justin Roberts, the co-CEO of Kickfin. “This integration allows for the utmost customization with a near-zero learning curve — truly the best of both worlds for restaurants that want to save time, reduce labor costs and make life easier for their team.”

And one of their partners is already enjoying the ROI with Kickfin. Bar Louie takes great pride in making tip distribution equitable for all of their employees, so they rely on a complex tip pooling system to ensure fair pay. Prior to using Kickfin, managers at each of their 60 locations spent 45 minutes at the end of every shift to make calculations and divvy out funds to all of their servers. Now, they’ve streamlined their tip-out process with Kickfin — and managers are doing the same work in less than a minute! That’s an annual average of 15,000 hours saved across their entire chain. 

>> Hear more Kickfin success stories

After implementing Kickfin, managers can spend their time on what matters most: delivering excellent customer service. That means more table touches, more support for your staff, and more time to focus on server training. 

With managers spending more time on the floor (instead of counting cash in the back), you’ll see better customer reviews, better service, and increased sales — all from digitizing your tip-outs with Kickfin.

We’re excited about our new partnership with Toast and the opportunity to make digital tipping a reality for their customers. For restaurants who aren’t using Toast, don’t worry! We look forward to providing similar integrations across the restaurant tech industry.  

Want to see these results for yourself? Find out how to become a Kickfin integration partner or check out a demo of our platform.

No growing pains here! 

We’re thrilled to announce that Inc. listed Kickfin in their list of the top 10 fastest growing companies in the Southwest. (In fact, we earned the #1 spot in the software category and were listed as #9 overall!) We’re honored to be included alongside innovative companies that are making a big difference in our region. 

Inc. measured Kickfin’s growth from 2020 to 2022 — which wasn’t an easy time for the restaurant industry, to say the least. In spite of the challenges posed by the pandemic, restaurant concepts across the country embraced Kickfin’s technology. 

As a group, the 2024 Inc. honorees averaged 136% growth and created 17,606 new jobs over a two-year period. Individually, Kickfin grew by a whopping 1,304% (yes, really!).

We want to recognize and thank both our amazing customers and the Kickfin team for being part of our success story and allowing us to be a part of theirs. 

Our Customers

For years, restaurants manually calculated and paid out cash tips — despite the increasing hassle and liability those old-school methods entail. It’s not because operators are tech-averse; there simply wasn’t a good way to automate the process that didn’t create new friction or require new workarounds. 

That’s precisely why we developed Kickfin. Of course, we’re proud of what we built and the team behind it (more on that below). But we owe a great deal of our success to the customers who trusted us enough to give Kickfin a shot — especially those early adopters who are now some of our longest-standing customers.

There’s a leap of faith involved when you partner with a vendor and layer in new technology, particularly when it impacts something as important and sensitive as how you pay your people.  We don’t take that lightly, and we are incredibly grateful for the opportunity to serve each and every customer who’s been on this journey with us.

>> Hear from our customers about their experiences with Kickfin

Our Team 

Every person on our team wholeheartedly believes in our mission and vision for the future. In short: we’re here to make the tip management process insanely easy for everyone so that paying out your people is (almost!) as great as getting paid. 

As backstory: Our co-founders, Brian and Justin, came up with the idea for Kickfin while dining out together and noticing that an armored car was dropping off cash. They asked why a restaurant would need a cash delivery when most patrons pay by card; the manager explained the cash was needed to pay out tips at the end of the shift. The inefficiency (and expense, and risk…) of that process was a lightbulb moment for Brian and Justin.

They set out to build a team who not only understood the problem, but could think critically and creatively about a solution — and bring it to life. 

From sales and marketing to product and support, every Kickfin employee has had a hand in the growth and success of our company, thanks to their passion for our purpose and their commitment to being best in class.

We’re proud of what we’ve achieved thus far, and we’re excited to continue collaborating with our customers, innovating on their behalf, and taking Kickfin to the next level together. Onward and upward!

See Kickfin in action!