FAQ

Barventory is a mobile inventory management app designed for bars, restaurants, hotels, lounges, wineries, and businesses managing wine cellars. It simplifies spirits and wine inventory through voice counting, Par Level management, Stock on Hand tracking, reports, and AI-powered wine enrichment.

Barventory is designed for hospitality businesses and wine inventory operations. From individual bartenders to restaurant managers and hotel teams, it helps manage spirits inventory and offers dedicated Wine Cellar management for businesses handling wine collections.

No. It's as simple as talking to your stock—just say the drink name and quantity.

Yes. Businesses can create a Barventory account through our website. Team members join through an invitation from their authorized administrator.

New customers can create a Standard account on the Barventory website. Invited team members can access Barventory after completing their invitation and account setup.

No. Only admins can change user roles.

Super Admin, Admin, Manager, Bartender, and Guest.

Yes. Access to venues and bars is controlled by assignments and permissions, while the user has one active role.

Each user can perform only the actions allowed by their assigned role and permissions.

Manage users, drinks, bars, and reports under the supervision of the Super Admin.

The Super Admin is the highest-level administrator of a tenant (company account) and manages roles, permissions, venues, and bars.

No. Each user has one active role at a time, but they can be assigned to multiple venues and bars.

When a user is upgraded to a higher role, that role and its permissions apply to all venues and bars the user has access to—both existing and newly assigned ones.

For example, upgrading a Manager to Admin for a new venue will make them Admin across all previously assigned venues and bars as well.

The user keeps their current higher role and permissions. Only access to the newly assigned venue or bar is added. A warning is shown before confirming the change.

This prevents accidental loss of permissions and avoids breaking active operations across venues and bars.

For a clean and predictable setup, invite a new user with a different email address.

To truly downgrade an existing user, revoke their current assignments first, then assign the new lower role.

All role assignments and permissions are managed under Super Admin supervision.

You say the drink name and quantity, and Barventory records it instantly.

Yes. Voice recognition requires an active internet connection.

You can manually search for the drink or say part of its name. For example, say "Havana" instead of "Club Havana 3" or "Blue Label" instead of "Johnnie Walker Blue Label." The system is designed to handle different accents and flexible naming.

Authorized users can create Par Levels by importing a CSV file. Spirits Inventory and Wine Cellar are managed separately, so spirits and wines should be imported into their respective sections.

Both Spirits Inventory and Wine Cellar use the same basic CSV structure, with four required columns:

• drink_name: The name of the drink or wine.
• par_quantity: The required stock quantity (greater than zero).
• category: For spirits, categories such as Vodka, Whisky, Gin, or Rum. For wines, categories such as Red Wine, White Wine, Rosé, Champagne, or Sparkling Wine.
• unit: The bottle size, such as 1L, 750mL, or 70CL.
• external_code (optional): Your own product reference code, preserved for reference but not used for product matching or internal IDs.

CSV header:

drink_name,par_quantity,category,unit

Spirits example:

Absolut Vodka,3,Vodka,1L

Wine Cellar example:

1996 Dom Perignon,6,Champagne,750mL

If using the optional external code, add external_code as the fifth column.

Save your file in CSV UTF-8 format. Spirits and Wine Cellar lists should be imported separately.

For Wine Cellar, AI Enrichment can automatically improve wine names and add available wine details during the import process.

Standard access allows up to 200 drinks. Pro access supports unlimited drinks.

The Wine Cellar section is a dedicated area for managing venue wine inventory separately from the main Spirits inventory.

Yes. Authorized users can import wine lists through CSV files into the Wine Cellar section. AI Enrichment helps clean wine names and enrich product information before the prepared list is imported into the Cellar Par Level.

Yes. The Cellar section supports Stock On Hand counting and review for wine inventory.

AI Enrichment automatically improves your imported wine list by correcting wine names and adding useful details such as producer, vintage, country, region, and grape variety when identifiable. For example, an entry like "1996 Dom Perignon" can be transformed into a more complete, organized wine record, making your Cellar easier to manage and search.

Yes. Once you upload your wine CSV, AI Enrichment works in the background. You can continue using Barventory while it processes your wine list. When processing is successfully completed, Barventory imports the enriched information into your Cellar Par Level.

Standard Voice uses your phone's speech-recognition technology. High-Accuracy Cloud Voice uses Google Cloud recognition for improved understanding of complex wine names, vintages, and different accents. Both work with Barventory's intelligent wine matching. For example, saying "2003 red wine from Italy" can help Barventory find matching wines from your Cellar inventory.

High-Accuracy Cloud Voice is available for eligible Wine Cellars when activated and configured by the account owner or an authorized administrator. Standard Voice and manual counting remain available without Cloud Voice activation.

Yes, if your role allows it and the SOH is not finalized.

You can record stock on hand over time and pause or continue as needed. Once finalized, the SOH for that counting cycle is locked.

Yes, if your role allows it and it is within 12 hours of finalizing. You must first delete the finalized SOH to unlock it, make your edits, and then finalize it again.

Yes. You can increase or decrease quantities using the + / − buttons, edit manually using the pen icon, or remove a drink using the delete icon.

Tip: Tap + or − once to change by one unit. Press and hold to keep increasing or decreasing until you release the button.

Yes. From the bottom of the SOH screen, you can search for a drink from your par list and add it manually.

Yes. Reports are organized to make stock review easier, including category-based and alphabetical review.

Yes. Reports can be exported as Excel or PDF for sharing.

Yes. Barventory Enterprise supports multiple venues and bars under one company account. Standard, Starter, Pro, and Pro+ support one Venue, with the number of Bars depending on the selected plan.

Yes, with Pro access.

No. Access is limited by assigned roles and permissions.

Yes. The mobile app is the main place to use Barventory for daily inventory work, including Par Level, Stock On Hand, reports, Spirits inventory, and Wine Cellar workflows. The web portal is mainly used for account access, administration, and support-related management when needed.

No. For normal daily use, please use the Barventory mobile app. The app is the primary and recommended platform for inventory counting, Par Level work, Cellar workflows, and reports.

No. The web portal does not replace the mobile app. Some account and administrative data may be connected, but the full Barventory workflow is designed for the mobile app.

Yes. Barventory uses secure authentication and role-based access control.

No. Even within the same company, access to venues and bars is restricted by user roles and permissions set by the Super Admin.

Email us at support@barventory.ai. Our team usually replies within 24 hours.

Login issues, voice recognition problems, or incorrect data.