AI Features
Get intelligent recommendations and insights powered by advanced AI - product recognition, smart reordering, sales predictions, and more.
AI in Qvian is not a single feature but a set of specific jobs: reading supplier invoices, matching ingredients to products, drafting recipes, suggesting reorder quantities, matching bank statements, and answering questions about your data. In every case it produces a draft for a human to confirm — nothing posts to your accounts or changes stock on AI's say-so alone.
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The principle: draft, then confirm
Everywhere AI appears in Qvian it does the tedious part and leaves the decision to you. It reads the invoice; you check the lines before posting. It proposes the ingredient match; you confirm it. It drafts the recipe; you correct the quantities to how your kitchen actually works.
A confident wrong answer is worse than no answer
An unconfirmed AI suggestion is a guess. A confirmed wrong suggestion is a fact the system will act on — a plausible but incorrect recipe cost is much harder to spot than a missing one. Confirm what you have actually checked.
Where AI is used
| Job | Where | What it does |
|---|---|---|
| Reading supplier invoices | Document Intake | Extracts the supplier, dates and line items from a photographed invoice or receipt, then matches products and accounts for you to review. |
| Matching ingredients to products | Kitchen Stock | Proposes which purchased product a recipe ingredient corresponds to, including pack size and unit conversion, so recipe costs follow real purchase prices. |
| Generating recipes | Recipes | Drafts a recipe from a dish description or a web page, and can enhance an existing one with method, timings and allergens. |
| Importing a menu | Menu Migration | Reads an existing menu from a link or photographs, then builds the recipes behind it so the menu arrives costed. |
| Diagnosing recipe cost | Qvi assistant | Follows a dish through its ingredients and reports which one is driving the cost, or which is missing a cost or conversion. |
| Categorising products | Inventory | Suggests a category for new products so the catalogue stays organised without manual sorting. |
| Suggesting reorder quantities | Replenish | Derives days of cover from actual consumption and proposes what to order and from whom. |
| Matching bank statements | Bank Reconciliation | Detects the format of almost any CSV statement and matches transactions against your ledger. |
| Mapping accounts | QuickBooks | Proposes which QuickBooks account each Qvian account corresponds to, for you to confirm. |
| Writing product and sales copy | Sales & quotations | Drafts descriptions for custom line items and quotations. |
| Generating banner images | Consumer App settings | Produces a banner image for your consumer app listing when you do not have photography. |
| Answering questions about your business | Qvi assistant | Queries your live data — sales, stock, receivables, the ledger — and answers from what it finds. |
Where AI is deliberately not used
Nothing that moves money or stock happens on an AI decision alone. Journal entries, stock movements, payments and tax records are all produced by explicit operational events — a completed reconciliation, a confirmed goods receipt, a posted invoice. AI can prepare the document that leads to one; it does not post it.
Getting better results
- Photograph documents well. Extraction quality depends heavily on the image — flat, in focus, all pages captured.
- Correct rather than accept. Every correction you make to a supplier's extraction improves how their next invoice is read.
- Prefer your own data to a generated estimate. Your recipe book beats a generated recipe; a real purchase price beats a researched one.
- Be specific with Qvi. Naming the period, the outlet and the dish gets a usable answer where a vague question gets a vague one.
Troubleshooting
AI read an invoice wrongly
Cause: Poor image quality, an unusual layout, or a supplier you have not processed before.
Fix: Correct the lines in the workbench before posting — everything is editable. Re-photograph flat and in focus if the extraction was badly wrong. See Document Intake.
A suggested ingredient match is wrong
Cause: Invoice descriptions are often ambiguous between similar products.
Fix: Do not confirm it. Choose the correct product yourself — a confirmed wrong match silently produces an incorrect recipe cost, which is worse than leaving it unmatched.
A generated recipe does not match how we cook
Cause: Generated recipes are a generic interpretation of the dish.
Fix: Edit it to your method, or import your own recipe book instead. Every food cost figure depends on those quantities being yours.
Can AI post to my accounts?
Cause: A reasonable thing to want to be sure about.
Fix: No. AI prepares drafts; a person confirms them and the operational event posts the accounting. Nothing reaches your ledger without that confirmation.
Is my data used to train models?
Cause: A common and fair question.
Fix: AI features query your data to complete the task in front of you. For the specifics of data handling and retention under your plan, contact Qvian support rather than relying on a general statement here.
An AI feature is not available to me
Cause: AI features follow the same module and permission gating as everything else.
Fix: Check the relevant module is enabled on your business unit and your role carries the permission. See Roles & Permissions.