# Restaurant Inventory Software Data Migration Guide

> Migrate your restaurant inventory data safely in 6 phases. Jelly helps you avoid costly mistakes and go live with confidence. Start migrating today.

**Published:** 2026-09-22 | **Updated:** 2026-10-03 | **Author:** AI SEO Agent
**URL:** https://blog.getjelly.co.uk/best-restaurant-inventory-data-migration/
**Type:** post

**Categories:** Uncategorized

![Restaurant Inventory Software Data Migration Guide](https://blog.getjelly.co.uk/wp-content/uploads/2026/09/1789614229334-f25c9b6bf91d-1024x572.webp)

---

## Content

*Written by: JJ Tan, Founder, Jelly*

## Summary Of The Migration Approach

- A staged CSV and API migration, finished with a clean physical stocktake at cutover, gives UK operators the safest path.
- Success follows six phases: audit and clean, field mapping, structured import, POS connection, operations configuration, and cutover validation.
- UK-specific issues such as supplier pack-size mismatches, VAT treatment on cost fields, and supplier SKU divergence must be resolved during mapping.
- Keep the old system running until every validation gate has passed and opening stock reconciles across all sites.
- [See how Jelly handles your migration](https://www.getjelly.co.uk/chat?utm_source=ai-growth-agent&utm_term=best-restaurant-inventory-data-migration)

## Before You Begin: Prerequisites And Ownership

Gather everything you need before moving a single record. This avoids stalls halfway through the migration.

- A complete export from the old system (CSV or API), downloaded while the account is still active, because [access becomes much harder once a subscription lapses](https://phppointofsale.com/blog/how-to-move-inventory-data-to-a-new-pos-system)
- Current supplier price lists
- Recipe and sub-recipe documentation
- Par levels and minimum stock thresholds per site
- POS admin access
- Accounting access (Xero or Sage)

Assign clear ownership for each area. The finance manager or owner owns the data and accounting handoff, including VAT code configuration and opening balance reconciliation against Xero or Sage. The head chef or executive chef owns recipes, yields, and pack conversions. The operations lead owns the cutover stocktake across sites.

Set realistic expectations about timing. A well-run migration takes days, not months. Most effort sits in the audit and mapping phases. Keep the old system running in parallel until validation is complete. Treat parallel running as a temporary validation window.

## Why This Migration Process Protects Your Restaurant

[Gartner reports that 83% of data migration projects either fail outright or exceed their budget and timeline.](https://cygnet.one/blog/data-migration-failures-why-most-projects-break-at-scale-and-how-to-prevent-it) In restaurant inventory, failures hit service, margins, and reporting immediately. Supy’s migration documentation identifies two distinct failure modes: data never arriving in the new system, and data arriving in a corrupted state, which makes inventories, costs, and reports meaningless and shifts blame onto the new platform.

[Once employees spot obvious migration discrepancies, they usually stop trusting system reports and rebuild spreadsheets outside the system, recreating disconnected information and undermining the purpose of the new platform.](https://xorosoft.com/erp-data-migration) A clean migration prevents this breakdown in trust. Accurate opening stock, live dish costing from day one, clean supplier price history, and month-end accounts that reconcile without manual correction are the practical outcomes of a staged process.

[Talk to us about your data migration](https://www.getjelly.co.uk/chat?utm_source=ai-growth-agent&utm_term=best-restaurant-inventory-data-migration)

## The Six Phases Of Migrating Restaurant Inventory Software Data

### Phase 1: Audit And Clean Your Data Before You Migrate Anything

Most migration failures start with dirty source data. [Duplicate customers, duplicate vendors, inactive SKUs, inconsistent addresses, missing product attributes, obsolete warehouse codes, and conflicting units of measure are common defects that break migrations.](https://xorosoft.com/erp-data-migration) In restaurants, these appear as duplicate supplier items, dead SKUs, broken recipe yields, and inconsistent units of measure.

**Actions:**

- Start by merging duplicate supplier items across branches, because duplicates multiply during import.
- Then remove or archive dead SKUs. [Inactive “zombie” locations should be removed or clearly marked so they never appear as suggested put-away targets, which prevents ghost stock and location-data drift.](https://cleverence.com/articles/for-business/inventory-system-problem-4827)
- Next verify recipe yields and wastage percentages so dish costs reflect reality.
- Standardise units of measure. [UOM drift accumulates silently across systems and handoffs and compounds with every sync cycle.](https://tkturners.com/blog/inventory-units-of-measure-breaking-checkout-uom-drift)
- Finally confirm every recipe line traces to a real ingredient in your master list.

**Inputs:** Old system export, current invoices, recipe sheets.

**Success looks like:** A single clean master list of ingredients, suppliers, and recipes with no duplicates and consistent units of measure.

### Phase 2: Map Old SKUs To New Inventory Items

Field mapping turns messy exports into structured data that a new system can use reliably. [A documented source-to-target mapping file should identify source fields, target fields, transformation rules, defaults, dependencies, owners, and exceptions so mapping decisions stay auditable and repeatable.](https://xorosoft.com/erp-data-migration) The table below highlights the key relationships to define before import, with particular attention to pack size and VAT rows, where many UK migrations fail.

| Old Field | New Field | Notes |
| --- | --- | --- |
| Old SKU | New SKU | Enforce uniqueness; resolve duplicates before import |
| Product name | Ingredient name | Standardise naming conventions across all sites |
| Old unit | New inventory unit | Confirm UOM consistency; one authoritative unit per ingredient |
| Pack size | Pack conversion | Validate supplier pack sizes divide cleanly into recipe units |
| Supplier | Supplier item | Link each ingredient to its supplier SKU and price |
| Cost | Purchase cost | Confirm VAT-exclusive per [HMRC VAT Notice 700](https://vatupdate.com/2026/05/31/hmrc-guidance-vat-guide-vat-notice-700); check zero-rated vs standard-rated food items |
| Recipe | Recipe | Carry across before building anything new |
| Sub-recipe | Prep recipe | Import before parent dishes or cost roll-ups break |
| Location | New location | Scope imports to the intended site; avoid location-agnostic imports |
| Tax/category | New tax/category | Assign accounting category to every item; missing categories silently block invoice posting |

Several UK-specific traps need attention during mapping.

- **Pack-size mismatches:** [A supplier changing a case from 24 to 12 units without a conversion-table update caused one business’s ERP to show 480 units while the warehouse held 240, with no system flagging the discrepancy.](https://tkturners.com/blog/inventory-units-of-measure-breaking-checkout-uom-drift)
- **VAT treatment:** [UK VAT treatment depends on the nature of the supply: hot food on premises is standard-rated at 20%, cold takeaway food is zero-rated, and alcoholic drinks are standard-rated in any setting](https://reai.uk/industry-guides/restaurant-accounting). Cost fields must therefore use VAT-exclusive values and product-level VAT codes must be verified before import.
- **Supplier SKU divergence:** Two major suppliers changed their item codes mid-migration for one four-site group, affecting about 70% of cost of goods sold.

These mapping challenges apply regardless of source system. Whether migrating from spreadsheets, from a platform like MarketMan, or from a legacy system like Fourth, the field-mapping table keeps the migration auditable and reversible.

**Success looks like:** Every old field has a named destination field, and every unmapped field has a documented reason.

### Phase 3: Import Structured Data In A Safe Order

Import order controls whether recipes cost correctly from day one. Supy’s migration readiness model sequences data preparation as: master data, supplier and pricing data, recipes and sub-recipes, POS mapping, users and permissions, opening stocktake, and automatic production rules. Importing dishes before sub-recipes breaks cost roll-ups.

For the import method, [CSV upload is the recommended approach for migrating products from an old platform to a new one](https://micropim.net/blog/product-import-methods). CSV supports a structured, one-time catalogue migration with explicit field mapping. [APIs work better for continuous, fine-grained updates tied to real transactions such as receipts, picks, and adjustments.](https://cleverence.com/articles/for-business/inventory-upload-5839) Many operators use a hybrid model, with CSV for catalogue changes and API for transaction-driven inventory movements.

**Actions:**

- Import master items and supplier links first via CSV.
- Import prep recipes and sub-recipes second.
- Import finished dishes third.
- Import par levels last.
- Validate a sample of 20 items against source invoices and confirm unit conversions calculate correctly.

**Inputs:** Cleaned master list, field-mapping table, supplier price lists.

**Success looks like:** Every imported ingredient shows the correct cost per usable unit, and every sub-recipe rolls up correctly into its parent dish.

### Phase 4: Connect Your POS And Map Menu Items To Recipes

POS-to-dish linking should show only items sold since the integration went live. This keeps mapping focused and avoids legacy menu clutter. Map only items sold since the integration was connected; archived or retired items should remain unmapped.

Jelly integrates natively with Square, Lightspeed, EPOS Now, and Toast via real-time API. Each integration delivers item-level sales data the moment a transaction completes. Connecting any supported POS typically takes about five minutes and follows the same flow: open Jelly, click Integrations, sign in to the POS, grant permissions, and select which POS categories to sync.

**Actions:**

- Connect the POS and grant permissions.
- Select which categories, such as food and beverages, to sync.
- Map each POS item to its recipe in Jelly.
- Flag any items that require no tracking.

**Success looks like:** A test sale depletes the correct ingredients and updates the dish margin in real time.

### Phase 5: Configure Operations And Stock Flow

The new system produces useful reorder prompts only when par levels, minimum stock thresholds, inter-site transfers, and supplier lead times are configured correctly. Get these wrong and the system generates noise instead of clear signals. Par level is calculated as: (Average Daily Usage × Lead Time in Days) + Safety Stock, and should be reviewed at least quarterly or when sales volume, seasonality, or supplier lead times change significantly.

Par levels must also align with available storage space, because a theoretically perfect par may exceed what a walk-in or dry store can hold.

**Inputs:** Historical usage data, supplier lead times, site-level storage capacity.

**Success looks like:** Each site has realistic par levels and the system flags genuine stock risk, not false alarms.

### Phase 6: Validate Before Cutover

Validation confirms that the new system matches reality before you rely on it. Supy’s four cutover checks before switching off the old system are: confirm every POS menu item maps to a recipe or is flagged as untracked, reset par and minimum levels on every item at every site, run a full opening stock count on every site on the same day, and carry across any open purchase orders.

Run the opening stocktake across all sites on the same day so opening quantities line up. Two operators lost time by treating the opening stocktake as a routine count instead of the migration step that feeds the new system real quantities, which produced misconfigured numbers that every later report inherited.

Supy recommends treating validation as a mandatory gate: count what left the old system, count what arrived, and delay launch until the two match or every discrepancy is explained.

**Success looks like:** Opening stock reconciles, POS depletion and purchasing receipt both work, and the new system’s reports match reality.

[Get help with your cutover stocktake](https://www.getjelly.co.uk/chat?utm_source=ai-growth-agent&utm_term=best-restaurant-inventory-data-migration)

## What To Check Before You Cancel Your Old Inventory Software

Cancel the old system only after you confirm several safeguards.

- Complete data export is archived and stored in an accessible format.
- Recipes and sub-recipes are verified against source documents.
- Supplier and item mappings are verified.
- Opening stock is reconciled across every site.
- New system reports, including GP, spend by supplier, and price changes, are confirmed accurate.
- POS depletion is tested and working.
- Purchasing receipt is tested and working.
- Old data is archived in a format you can still access for statutory retention.

## Common Mistakes In Restaurant Inventory Data Migration

- **Importing dishes before sub-recipes:** This breaks cost roll-ups. Always import sub-recipes first.
- **Ignoring VAT treatment on cost fields:** [HMRC VAT Notice 700 covers input tax, time of supply, VAT invoices, and records and accounts, which govern how opening stock and purchase invoices must be treated when transferred into a new system](https://vatupdate.com/2026/05/31/hmrc-guidance-vat-guide-vat-notice-700). Migration errors in VAT configuration create penalty exposure as well as administrative work.
- **Mapping POS items to recipes before the integration is connected:** This creates legacy clutter. Map only items sold since the integration was live.
- **Cancelling the old system before validation:** One restaurant group had only 48 hours to extract its data before access was locked, which was not enough time to clean it. Keep the old system live until every validation gate passes.
- **Running the cutover stocktake on different days across sites:** This produces irreconcilable opening stock figures. All sites should ideally be counted on the same day to the same cut-off time. Where simultaneous counting is not feasible, count the highest-value locations on the same day and remaining locations within 2–3 days with a strict movement freeze.

## How To Measure Migration Success

A correctly executed restaurant inventory data migration delivers clear, measurable outcomes. Opening stock reconciles across every site, dish costs match invoice prices, GP reporting is live from day one, and month-end accounts push to Xero or Sage without manual correction.

Jelly automates the flow from invoices to dish costing, saving 10–20 hours of admin every month and adding about 2 percentage points to gross margins. One operator improved gross profit from 65% to 72% within 12 weeks on roughly £500,000 in revenue. Populu lifted GP from 68% to 72% across 16 locations. These results come from running Jelly well, and a clean migration makes them achievable from week one instead of month three.

## Advanced Tips And Next Steps After Migration

Once the migration is complete and the new system is stable, several adjacent tasks extend the value of the work.

- **Set up Price Alert reviews:** Jelly’s Price Alert feature flags every supplier price increase or decrease, giving chefs concrete evidence to negotiate better rates and claim credit notes.
- **Build a delivery menu with commission factored in:** Duplicate existing menu items in Jelly and factor in delivery commission overheads to create a separate, profitable delivery menu.
- **Standardise recipe costing across sites:** A single item master with consistent supplier codes, pack sizes, and allergen tags across every outlet underpins reliable multi-site GP reporting.
- **Establish ongoing data hygiene:** [Cleverence recommends reviewing exceptions weekly and refreshing master data quarterly.](https://cleverence.com/articles/for-business/inventory-system-problem-4827)

## Frequently Asked Questions

### Can You Migrate From Excel To Restaurant Inventory Software?

Migration from Excel is common and follows the same six phases as any other migration. Export your ingredient list, recipe sheets, and supplier price lists from Excel into a structured CSV. Clean the data first by removing duplicate items, standardising units of measure, and verifying recipe yields. Then import master items and supplier links, followed by sub-recipes, then finished dishes, then par levels.

The main difference from a platform-to-platform migration is structure. Excel data rarely uses consistent columns, units, or documented yields, so you should budget extra time for audit and mapping. Once the data sits in Jelly, invoice scanning updates ingredient costs automatically as new deliveries arrive and replaces manual spreadsheet updates.

### How Do You Map Old SKUs To New Inventory Items?

Build a source-to-target field-mapping document before importing anything. For each old field, specify the destination field in the new system, the transformation rule, and any exceptions. The UK-specific traps covered in Phase 2, including pack-size mismatches, VAT treatment, and supplier SKU divergence, are the main risks to watch.

Every old field should have a named destination field, and every unmapped field should have a documented reason. This document becomes the audit trail for the migration and the reference point if any discrepancy appears after cutover.

### What Should You Do Before You Cancel Your Old Inventory Software?

Cancel the old system only after you confirm that key checks have passed. The complete data export should be archived, recipes and sub-recipes verified, supplier and item mappings checked, opening stock reconciled, and core reports validated. POS depletion and purchasing receipt must both work reliably.

[Read-only access to the old system should remain for the full statutory accounting retention period, such as 6 years for UK company records, up to 20 years for VAT records, 8–10 years in Germany, and 10 years in France, because archived data must stay readable for the entire legal period.](https://www.erpimplementation.eu/en/legacy-erp-decommissioning-8-step-retirement-plan/) Treat the old system as a safety net until these conditions hold.

### How Do You Run A Cutover Stocktake Across Multiple Sites?

As noted in Phase 6, aim to count all sites on the same day to the same cut-off time. If that is not feasible, count the highest-value locations on the same day and remaining locations within 2–3 days with a strict movement freeze. Divide each site into zones and assign a team or pair to each zone.

Every item in a zone should be physically counted. Count sealed cases as cases multiplied by pack size and open cartons as individual units. Mark each counted location to prevent recounting, and [have a second person spot-check 5–10% of counts before locking them in](https://claruswms.ai/how-to-do-stocktake). After the physical count, generate a variance report listing every SKU where physical and system counts differ, investigate each significant variance, and adjust the system to match the verified physical count with a documented reason.

### CSV Or API Migration For Restaurant Inventory: Which Works Best?

For the initial migration of master items, supplier links, recipes, and par levels, CSV works best. It supports a structured, one-time bulk load with explicit field mapping, needs no developer resource, and produces an auditable import file. API migration suits ongoing, transaction-driven updates such as live receiving, stock movements, and POS depletion once master data is in place.

The practical approach for most UK operators is a hybrid: CSV for the catalogue migration, then API for live operational data once the integration is connected. When using CSV, import in logical batches by category or supplier, reconcile counts between batches, and keep a rollback plan by exporting a pre-upload backup of affected records before each import step.

[Ask us your migration questions](https://www.getjelly.co.uk/chat?utm_source=ai-growth-agent&utm_term=best-restaurant-inventory-data-migration)

## Conclusion: Start Your Migration With Jelly

A staged CSV and API migration with a clean physical stocktake at cutover gives UK operators a controlled route into new inventory software. The six phases outlined above are not steps to compress under schedule pressure. They form the sequence that protects dish costs, GP reporting, and supplier relationships from the first day the new system goes live.

Jelly provides a straightforward way for growing restaurants, pubs, and boutique hotels to migrate and run restaurant inventory data. Invoice scanning captures every line item automatically, so ingredient costs update in real time. Price Alert then flags every supplier price movement, and live dish costing keeps GP margins current. The system connects to Square, Lightspeed, EPOS Now, and Toast in under five minutes, and Xero integration is live with Sage coming soon. Onboarding generates initial value in the first week, and pricing is a flat £129 per month per location with no variable charges.

Ready to migrate your restaurant inventory data without breaking margins? [**Start your migration with Jelly**](https://www.getjelly.co.uk/chat?utm_source=ai-growth-agent&utm_term=best-restaurant-inventory-data-migration)

## Read Next

- [Restaurant Inventory Problems With Manual Spreadsheets](https://blog.getjelly.co.uk/restaurant-inventory-manual-spreadsheet-problems?utm_source=ai-growth-agent&utm_term=best-restaurant-inventory-data-migration)
- [How To Automate Restaurant Inventory Without Spreadsheets](https://blog.getjelly.co.uk/customizable-restaurant-inventory-analytics?utm_source=ai-growth-agent&utm_term=best-restaurant-inventory-data-migration)
- [Restaurant Inventory Software: Stop Losing Margin](https://blog.getjelly.co.uk/restaurant-inventory-software?utm_source=ai-growth-agent&utm_term=best-restaurant-inventory-data-migration)
- [Restaurant Inventory Automation for Multi-Site UK Groups](https://blog.getjelly.co.uk/automate-restaurant-inventory-cut-costs?utm_source=ai-growth-agent&utm_term=best-restaurant-inventory-data-migration)
- [Best Kitchen Inventory Software for Restaurants 2026](https://blog.getjelly.co.uk/best-kitchen-inventory-software?utm_source=ai-growth-agent&utm_term=best-restaurant-inventory-data-migration)

---

## Structured Data

**@graph:**

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      - **Text:** Migration from Excel is common and follows the same six phases as any other migration. Export your ingredient list, recipe sheets, and supplier price lists from Excel into a structured CSV. Clean the data first by removing duplicate items, standardising units of measure, and verifying recipe yields. Then import master items and supplier links, followed by sub-recipes, then finished dishes, then par levels.nnThe main difference from a platform-to-platform migration is structure. Excel data rarely uses consistent columns, units, or documented yields, so you should budget extra time for audit and mapping. Once the data sits in Jelly, invoice scanning updates ingredient costs automatically as new deliveries arrive and replaces manual spreadsheet updates.
    **Question:**

    - **Name:** How Do You Map Old SKUs To New Inventory Items?
      **Answer:**

      - **Text:** Build a source-to-target field-mapping document before importing anything. For each old field, specify the destination field in the new system, the transformation rule, and any exceptions. The UK-specific traps covered in Phase 2, including pack-size mismatches, VAT treatment, and supplier SKU divergence, are the main risks to watch.nnEvery old field should have a named destination field, and every unmapped field should have a documented reason. This document becomes the audit trail for the migration and the reference point if any discrepancy appears after cutover.
    **Question:**

    - **Name:** What Should You Do Before You Cancel Your Old Inventory Software?
      **Answer:**

      - **Text:** Cancel the old system only after you confirm that key checks have passed. The complete data export should be archived, recipes and sub-recipes verified, supplier and item mappings checked, opening stock reconciled, and core reports validated. POS depletion and purchasing receipt must both work reliably.nnRead-only access to the old system should remain for the full statutory accounting retention period, such as 6 years for UK company records, up to 20 years for VAT records, 8–10 years in Germany, and 10 years in France, because archived data must stay readable for the entire legal period. Treat the old system as a safety net until these conditions hold.
    **Question:**

    - **Name:** How Do You Run A Cutover Stocktake Across Multiple Sites?
      **Answer:**

      - **Text:** As noted in Phase 6, aim to count all sites on the same day to the same cut-off time. If that is not feasible, count the highest-value locations on the same day and remaining locations within 2–3 days with a strict movement freeze. Divide each site into zones and assign a team or pair to each zone.nnEvery item in a zone should be physically counted. Count sealed cases as cases multiplied by pack size and open cartons as individual units. Mark each counted location to prevent recounting, and have a second person spot-check 5–10% of counts before locking them in. After the physical count, generate a variance report listing every SKU where physical and system counts differ, investigate each significant variance, and adjust the system to match the verified physical count with a documented reason.
    **Question:**

    - **Name:** CSV Or API Migration For Restaurant Inventory: Which Works Best?
      **Answer:**

      - **Text:** For the initial migration of master items, supplier links, recipes, and par levels, CSV works best. It supports a structured, one-time bulk load with explicit field mapping, needs no developer resource, and produces an auditable import file. API migration suits ongoing, transaction-driven updates such as live receiving, stock movements, and POS depletion once master data is in place.nnThe practical approach for most UK operators is a hybrid: CSV for the catalogue migration, then API for live operational data once the integration is connected. When using CSV, import in logical batches by category or supplier, reconcile counts between batches, and keep a rollback plan by exporting a pre-upload backup of affected records before each import step.

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    - **Url:** https://www.getjelly.co.uk/pricing
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    - **AudienceType:** Restaurants, Chefs, Food Business Owners, Operations Directors
    - **TypicalSizeRange:** Small and Independent Businesses to Multi-location Restaurants
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  - **Headline:** Restaurant Inventory Software Data Migration Guide
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    - **Name:** JJ Tan
    - **JobTitle:** Founder
    - **Description:** JJ Tan is the Founder at Jelly. JJ has a wide range of experience in the business world, starting off as a Research Analyst at the University of Leeds. From there, they moved to Chrystal Capital Partners LLP as a Summer Analyst. After that, they worked as a Summer Intern at Amplify Trading before becoming a Student Brand Manager at EY. JJ then became Welfare Officer at the Royal College of Science Union. Next, they interned at Citi in the Equity Derivatives department before being promoted to Trader. JJ left Citi in 2016 to co-found PantryAce, where they worked until November 2016. In July 2017, they co-founded IINU and worked there until November 2018. JJ then went on to start Jelly in 2019.nnJJ Tan studied at Queen Elizabeth Grammar School, Wakefield for their A levels before going on to study Physics at Imperial College London for their Bachelor of Science (BSc). JJ then undertook a Master of Science (MSc) in Shock Physics, also at Imperial College London.
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---

## About Jelly Blog

> **Jelly Blog** — Jelly is the simplest way for growing restaurants to manage their food and beverage operations by automating invoices, inventory, and real-time menu profitability.

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## Citations

- [Menu Item Cost Calculation Tool: How To Cost a Dish](https://blog.getjelly.co.uk/menu-item-cost-calculation-tool/)
- [Beverage Costing Software For Pubs: 2026 UK Buyer’s Guide](https://blog.getjelly.co.uk/best-beverage-costing-software-pubs/)
- [How To Replace Excel Recipe Costing: A UK Operator’s Guide](https://blog.getjelly.co.uk/replace-excel-recipe-costing/)
- [Best Menu Engineering Software: A UK Buyer’s Guide](https://blog.getjelly.co.uk/best-menu-engineering-software/)
- [How To Improve Restaurant Food Margins With Marketman](https://blog.getjelly.co.uk/improve-restaurant-food-margins-marketman/)

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