# CafeTally Documentation Suite

CafeTally documentation for inventory, stock checks, receipts, recipe costing, price drift, finance, integrations, automation, and team administration.

# Getting started

Set up a CafeTally workspace, create your first store, and choose the workflows to configure first.

Source: /docs/getting-started
Category: Start
Updated: 2026-07-02

CafeTally works best when the store, stock forms, supplier receipts, and menu products are connected early.
The first setup pass should create enough structure for the dashboard to show useful work instead of empty sections.

## Setup checklist

1. Create an account and verify the email address.
2. Open the dashboard and create your first store.
3. Add the store name, slug, contact details, and any notes managers need.
4. Build at least one stock form for the items the team counts most often.
5. Add products and recipes for the menu items where margin accuracy matters most.
6. Connect Square if you want catalog, sales, or inventory automation.
7. Connect Plaid if you want bank-backed finance reporting.
8. Invite team members after the first workflows are ready.

## Choose a starting workflow

Start with stock checks if your team is missing items, over-ordering, or relying on chat messages to know what is low.
Start with products and recipes if you need accurate COGS, menu prices, or margin reviews.
Start with receipts if supplier prices are changing or invoices are not making it back into costing.
Start with finance if you need a monthly view of cash flow, P&L, and operating categories.

## Store structure

Each store has a public slug that is used by store-specific dashboard routes and stock check links.
Use a slug that staff can recognize and avoid names that may conflict with reserved product routes.
Multi-location teams should create one store per operating location so stock counts, Square locations, finance data, and team workflows remain separated.

## Day-one validation

After setup, open the dashboard and confirm that the feature overview points to the workflows you expect to use.
Open Stock to confirm the store and forms are visible.
Open Products to confirm recipe setup can begin for the selected store.
Open Integrations before relying on Square or Plaid data.

---

# Stock checks and storefront forms

Build stock forms, share QR access, collect counts, and review low-stock activity.

Source: /docs/stock-checks
Category: Operations
Updated: 2026-07-02

Stock checks turn repeated inventory counts into a store workflow.
Managers build forms in the dashboard and staff complete those forms from store-specific links or QR codes.

## Core concepts

A store contains one or more stock check forms.
A form contains the items the team counts together, such as milk, syrups, cups, pastries, or retail bags.
Each item can have a quantity, unit, par level, low-stock threshold, and notes.
Recent submissions feed the stock dashboard so owners can see what changed.

## Demo frames

![Stock dashboard overview with active forms, recent checks, and current store context.](/docs/demo-frames/inventory-store-overview.jpg)

![Daily inventory form builder with grouped stock items and editable count fields.](/docs/demo-frames/inventory-form-builder.jpg)

![Storefront count screen for staff entering item quantities from a phone-friendly flow.](/docs/demo-frames/inventory-storefront-count.jpg)

![QR code sharing screen for giving staff direct access to out-of-stock and stock check workflows.](/docs/demo-frames/qr-code-share.jpg)

![Mobile count step opened from a QR workflow with item quantity controls.](/docs/demo-frames/qr-mobile-count.jpg)

## Create a form

1. Open `Dashboard > Stock`.
2. Select the store you want to configure.
3. Create a stock form for a count routine such as opening prep, closing count, or weekly dry goods.
4. Add items in the order the team will count them.
5. Set thresholds for items that should trigger attention.
6. Save the form and test it from the storefront view.

## Share access

Use the share controls or QR code generator when staff need fast access from a phone.
Place QR codes where the count happens, such as the walk-in, dry storage, or register area.
QR links should route staff to the right store and form without sending them through the owner dashboard.

## Review results

Use the stock dashboard to see active forms, recent checks, and items below target.
If a form is noisy, split it into smaller workflows by station or storage area.
If staff skip items repeatedly, rename the item, add a note, or move it closer to related items in the form.

## Alerts

Low-stock alerts are most useful when thresholds match ordering behavior.
Set thresholds around the point where the next order decision should happen, not the point where the item is already unavailable.
Use notification emails for managers who are responsible for ordering.

---

# Products, recipes, and costing

Build products, attach recipes, calculate COGS, and keep menu margins connected to real purchase costs.

Source: /docs/products-recipes-costing
Category: Costing
Updated: 2026-07-02

Products and recipes connect what you sell to what you buy.
CafeTally uses ingredients, units, recipes, modifiers, and selling prices to calculate product cost and margin.

## Demo frames

![Products and recipes list showing tracked products, available templates, and margin entry points.](/docs/demo-frames/products-menu-list.jpg)

![Recipe builder panel with ingredient rows, quantities, units, and save controls.](/docs/demo-frames/products-recipe-builder.jpg)

![Ingredient cost editing view for matching purchased items to product recipes.](/docs/demo-frames/products-ingredient-costs.jpg)

![Margin review view showing selling price, COGS, and margin output after recipe changes.](/docs/demo-frames/products-margin-review.jpg)

## Product workflow

1. Open `Dashboard > Products`.
2. Select the store you want to manage.
3. Add or import the menu products that need costing.
4. Add a selling price for each product.
5. Build the recipe from inventory items or supplier line items.
6. Review COGS, margin, and products that need attention.

## Ingredients and units

An ingredient should represent a real purchased item whenever possible.
Use purchase units for how the item is bought, such as case, bag, pound, gallon, or each.
Use recipe units for how the item is consumed in a recipe, such as ounce, gram, milliliter, shot, scoop, or unit.
Add conversions when the purchase unit and recipe unit are different.

## Recipes

A recipe is a list of ingredients and quantities for a product.
Use templates for repeatable product families, such as latte sizes or modifier patterns.
Use nested recipes when a prep item becomes an ingredient in other products.
Review recipe output after applying templates because store-specific ingredient names may need alias matching.

## Modifiers

Modifiers capture product changes that affect cost, price, or both.
Examples include milk alternatives, extra espresso, syrups, toppings, and size changes.
Attach modifier groups when a product has predictable options.
Use templates when the same modifier structure applies across many products.

## Margin review

Margin review is only as accurate as the underlying selling price, ingredient cost, and unit conversion.
When a product looks wrong, check those three areas before changing the recipe.
Use receipts and expense matching to keep ingredient base costs current.

---

# Receipts and price drift

Upload supplier receipts, review line-item matches, update costs, and catch price changes before margins slip.

Source: /docs/receipts-price-drift
Category: Costing
Updated: 2026-07-02

Receipts feed the costing system with current supplier prices.
Price drift turns those supplier changes into alerts and margin review work.

## Receipt upload

1. Open the store dashboard and go to Receipts or Expenses.
2. Upload an invoice or receipt image.
3. Review extracted vendor, date, totals, and line items.
4. Match receipt lines to existing inventory items when suggestions are correct.
5. Create or update inventory items when a receipt line introduces a new purchased item.
6. Save the receipt so matched costs can update costing history.

## Review queue

Receipt matching should be reviewed before it changes important costs.
Use the review screen to confirm item names, units, quantities, and prices.
Resolve aliases when a vendor uses a different name for an ingredient that already exists.
Check pack sizes carefully because a unit mismatch can make product COGS look wrong.

## Price drift

Price drift compares newer supplier prices against prior purchase history.
It is designed to answer which ingredients changed, how large the change is, and where the margin impact may land.
Use the price drift page to prioritize high-impact changes before changing menu prices or recipes.

## Common fixes

If an item appears as a duplicate, merge or alias the supplier line to the existing ingredient.
If the price looks too high or too low, check quantity and unit normalization first.
If the receipt total is correct but item costs are wrong, review pack size and tax handling.
If drift alerts are missing, confirm receipts are matched to inventory items rather than saved as unmatched expenses.

---

# Finance and Plaid

Connect bank data, sync transactions, review cash flow, manage categories, and protect finance pages with MFA.

Source: /docs/finance-plaid
Category: Finance
Updated: 2026-07-02

Finance combines bank transactions, categorization rules, cash flow, P&L, monthly reporting, and Square deposit tracking.
Plaid powers bank connectivity when finance tracking is enabled for a store.

## Demo frames

![Finance overview showing monthly business performance and store-level financial context.](/docs/demo-frames/finance-overview.jpg)

![Cash flow table showing inflows, operating costs, and net income by month.](/docs/demo-frames/finance-cashflow.jpg)

![P&L view showing categorized revenue, COGS, labor, expenses, and operating profit.](/docs/demo-frames/finance-pnl.jpg)

![Monthly report view summarizing cash flow, profit pressure, and report sections.](/docs/demo-frames/finance-monthly-report.jpg)

## Connect bank data

1. Open `Dashboard > Finance` for the store.
2. Start the Plaid connection flow.
3. Select the business bank account or accounts that should feed reporting.
4. Confirm the connection status after Plaid returns to CafeTally.
5. Run an initial sync if the page does not show recent transactions.

## Security

Finance pages can require a valid MFA session.
If MFA is requested, complete the challenge before viewing sensitive financial data.
Disconnect Plaid from the integration settings if a store should no longer sync bank data.

## Reports

Cash flow shows movement across selected periods.
P&L groups income, COGS, labor, operating expenses, transfers, and other categories into a monthly view.
Monthly reports help operators review whether the business is improving, flat, or drifting in the wrong direction.

## Categories and rules

Rules help classify repeated vendors and transaction patterns.
Use manual category overrides when a transaction is correct for this month but should not create a broad rule.
Audit views are useful when finance numbers look surprising because they show how a transaction was classified.

## Sync expectations

Plaid data can lag depending on institution behavior and account freshness.
Square deposits may need matching logic because payment processor deposits often combine multiple sales days, fees, and adjustments.
If numbers look off, compare the date range, account coverage, category rules, and transfer detection before assuming revenue or expense data is missing.

---

# Square integrations

Connect Square, use catalog and location data, and support inventory workflows that depend on POS activity.

Source: /docs/square-integrations
Category: Operations
Updated: 2026-07-02

Square is the primary POS integration for CafeTally.
It can support catalog-aware workflows, sales-informed reporting, location mapping, and scheduled inventory automation.

## Demo frames

![Square-connected rulebook list showing scheduled inventory reset automation.](/docs/demo-frames/rulebooks-list.jpg)

![Rulebook product selection with Square products loaded into the automation builder.](/docs/demo-frames/rulebooks-product-selection.jpg)

![Out-of-stock QR code view for Square-connected stock recovery workflows.](/docs/demo-frames/qr-stock-dashboard.jpg)

## Connect Square

1. Open `Dashboard > Integrations`.
2. Start the Square connection flow.
3. Authorize the Square account that owns the cafe locations.
4. Confirm location access after returning to CafeTally.
5. Review any catalog or inventory workflows that depend on Square data.

## Locations

Square location mapping matters for multi-location teams.
Confirm each CafeTally store maps to the intended Square location before relying on sales, catalog, or inventory updates.
If location data looks wrong, disconnecting and reconnecting is less useful than verifying the selected Square location IDs.

## Catalog usage

Square catalog data can help align products, modifiers, and sales activity.
CafeTally still needs ingredient costs, unit conversions, and recipes to calculate accurate COGS.
Use Square as the source of what is sold, then use CafeTally as the source of how those products are costed.

## Inventory automation

Rulebooks can use Square connectivity for scheduled inventory resets across selected products.
Do not enable automation until the selected products, locations, and schedule have been reviewed.
Use a narrow rulebook first, confirm the result, then expand automation once the pattern is trusted.

## Troubleshooting

If Square appears disconnected, check the integration status in the dashboard.
If products are missing, confirm the Square account and location are correct.
If an automation does not run, check the rulebook schedule, Square connection, and selected products.

---

# Rulebooks and automation

Create scheduled operational rulebooks for repeated Square inventory updates and recurring stock routines.

Source: /docs/automations-rulebooks
Category: Automation
Updated: 2026-07-02

Rulebooks are scheduled automation plans for repeated operational work.
The current rulebook workflow focuses on bulk-managing Square inventory resets across many products.

## Demo frames

![Rulebooks list with active automation and a new rulebook entry point.](/docs/demo-frames/rulebooks-list.jpg)

![Rulebook builder with schedule controls and loading product selection.](/docs/demo-frames/rulebooks-product-selection.jpg)

![Rulebook review screen with active toggle, schedule, selected products, and run controls.](/docs/demo-frames/rulebooks-schedule-review.jpg)

## When to use rulebooks

Use a rulebook when the same action happens on a predictable schedule.
Examples include resetting displayed inventory before a sales window, preparing limited-run product counts, or clearing stock for items that are remade daily.
Do not use a rulebook for one-off corrections because manual review is safer for unusual changes.

## Create a rulebook

1. Open the store dashboard and go to `Rulebooks`.
2. Confirm Square is connected for the store.
3. Create a new rulebook.
4. Select the products the rulebook should manage.
5. Configure the schedule.
6. Review the affected products before saving.

## Scheduling

Schedules should match the operational moment when the update is needed.
Use clear names that describe the job, the affected products, and the timing.
Keep the first schedule conservative until the team confirms the automation behaves as expected.

## Review and maintenance

Review rulebooks after menu changes, seasonal product launches, or Square catalog cleanup.
Remove products from a rulebook when they are no longer sold or should no longer be reset automatically.
Pause or delete a rulebook before changing many catalog items at once.

## Failure checks

If a rulebook is not updating products, confirm Square is connected and the store has the correct location.
Check that selected products still exist in Square.
Confirm the schedule is active and the expected run time has passed.

---

# Connect CafeTally to ChatGPT, Codex, and Claude

Connect CafeTally to ChatGPT, Codex, and Claude with MCP. Copy the server URL, sign in with OAuth, and review cafe finances, inventory, recipes, costs, and expenses.

Source: /docs/mcp-connectors
Category: Reference
Updated: 2026-08-10

CafeTally's remote Model Context Protocol server connects your live cafe or restaurant operations to ChatGPT, Codex, Claude, and Claude Code.
Use one secure MCP endpoint to review business performance, inspect expenses and inventory, calculate recipe costs, manage products, and work with Square catalog data from your preferred AI assistant.

## Copy the CafeTally MCP server URL

Use this same Streamable HTTP endpoint in every supported client:

```text
https://cafetally.com/mcp
```

CafeTally uses OAuth, so you do not need to create or paste an API key.
The authorization screen lets you sign in directly to CafeTally and review access before approving the connection.

## Choose your AI client

| Client | Best for | Setup method |
| --- | --- | --- |
| ChatGPT | Browser-based inventory, costing, and operations workflows | Add the MCP server as a plugin in developer mode |
| Codex | Desktop, terminal, and IDE workflows | Add the remote server with the Codex CLI |
| Claude | Browser, desktop, and mobile conversations | Add a custom connector |
| Claude Code | Terminal-based workflows | Add the remote server with the Claude CLI |

## Before you connect

You need a verified CafeTally account with access to at least one active store.
The tools available to you follow your existing CafeTally team role, feature access, and subscription or trial status.
Owners and managers can perform applicable write actions, while read-only team members remain limited to the data they can already view.
Owner financial review tools require the Finance feature, an owner account or owner-granted finance access, and current Finance MFA verification in CafeTally.
Complete Finance verification before connecting, or reconnect the MCP client after verifying, so the connector can carry the time-limited proof.

## Connect CafeTally to ChatGPT

Until CafeTally is available in the public Plugins Directory, add it as a custom MCP connection in ChatGPT developer mode.

1. Open **Settings > Security and login** in ChatGPT.
2. Turn on **Developer mode**.
3. Open [ChatGPT Plugins](https://chatgpt.com/plugins).
4. Select the plus button and create a new connection named **CafeTally**.
5. Choose the public MCP server connection option and paste the URL below.
6. Review the discovered tools, continue to CafeTally, and approve OAuth access.
7. Start a new conversation and enable CafeTally from the tools or plugins menu.

```text
https://cafetally.com/mcp
```

For the current developer-mode flow, see OpenAI's [connect and test a plugin guide](https://developers.openai.com/plugins/deploy/connect-chatgpt).

## Connect CafeTally to Codex

Add the remote MCP server and start its OAuth sign-in from a terminal:

```bash
codex mcp add cafetally --url https://cafetally.com/mcp
codex mcp login cafetally
```

After the browser authorization finishes, verify the saved server:

```bash
codex mcp get cafetally
```

Open Codex and enter `/mcp` to confirm CafeTally is active.
The ChatGPT desktop app, Codex CLI, and Codex IDE extension share MCP configuration for the same Codex host.
See OpenAI's [Model Context Protocol guide](https://learn.chatgpt.com/docs/extend/mcp) for client configuration details.

## Connect CafeTally to Claude

[Open the prefilled CafeTally connector setup](https://claude.ai/customize/connectors?modal=add-custom-connector&connectorName=CafeTally&connectorUrl=https%3A%2F%2Fcafetally.com%2Fmcp), or add it manually:

1. Open **Customize > Connectors** in Claude.
2. Select the plus button, then **Add custom connector**.
3. Enter **CafeTally** as the name.
4. Paste the MCP server URL below.
5. Continue to CafeTally, sign in, and approve access.
6. Enable CafeTally from the connector menu in the conversation where you want to use it.

```text
https://cafetally.com/mcp
```

On a Team or Enterprise plan, an owner must first add CafeTally from the organization's connector settings.
Anthropic documents both account flows in its [remote MCP connector guide](https://claude.com/docs/connectors/custom/remote-mcp).

## Connect CafeTally to Claude Code

Add the remote HTTP server from a terminal:

```bash
claude mcp add --transport http cafetally https://cafetally.com/mcp
```

Open Claude Code, enter `/mcp`, select CafeTally, and complete the browser sign-in.
Claude Code stores and refreshes the resulting OAuth credentials through its normal MCP authentication flow.

## Copy a prompt and try the connection

Start with a read-only request so you can confirm the correct CafeTally store before changing anything.

```text
Show my CafeTally stores and tell me which one is connected to Square.
```

```text
Find inventory items related to milk and show which ones are missing cost data.
```

```text
Find my 12-ounce latte, calculate its recipe cost, and explain the biggest cost drivers.
```

```text
Review my recent CafeTally expenses and identify ingredients without receipt coverage. Do not change anything.
```

```text
Find unmapped supplier expense lines, show me the best existing inventory matches, and then show which product recipe ingredients could use each match. Ask before changing either relationship.
```

```text
Review my last completed month of sales and cash-basis finances, explain whether my POS and bank activity directionally line up, and identify the evidence I should audit before taking action. Do not change anything.
```

For a write workflow, state the store and requested change clearly:

```text
In my Downtown Cafe store, create an inventory item for oat milk. Show me the proposed values before saving it.
```

## What the CafeTally MCP connector can do

### Cafe inventory management

Search inventory, identify missing cost information, and create or update inventory items when your role allows it.

### Product and recipe costing

Find menu products, inspect recipes, calculate cost of goods sold, audit missing ingredients, and maintain recipe links.

### Receipts and expenses

Review expenses, match receipt line items to inventory, save approved receipts, and find gaps in supplier coverage.
For saved expenses, the connector reads exact expense-line references before mapping them to an inventory item and keeps one keyed receipt price record per mapped line.
Repeat calls reuse existing evidence and repair it when a prior write was incomplete.

### Connect expenses to product recipes

The connector keeps the two relationships separate so each change can be reviewed and verified independently.

1. `list_expense_items` finds saved lines and their current inventory status.
2. `get_inventory_items` resolves the inventory item that represents the purchase.
3. `map_expense_items_to_inventory` links confirmed expense lines to that item.
4. `list_product_recipe_ingredients` finds exact recipe slots and their current versions.
5. `map_product_recipe_ingredient` updates one confirmed recipe slot without replacing the rest of the recipe.

Both mapping tools are idempotent for an existing identical link.
Recipe mapping rejects stale versions and incompatible units instead of silently overwriting newer recipe work.

### Owner financial review workflow

The connector gathers an owner review through focused read-only calls so the assistant can inspect each source before forming a conclusion.

- `get_owner_cash_pnl` returns posted cash-basis bank performance, targets, cost drivers, and bank data-quality warnings.
- `get_owner_pos_sales` returns completed Square line-item sales, units, discounts, top variations, and sales coverage warnings.
- `compare_owner_pos_to_bank` returns only the readiness, source metadata, warnings, and directional cross-source comparison.

The assistant should use the same date range for each relevant call and then inspect expenses, recipes, or product costs to verify operational hypotheses.
Current Square syncs include uncatalogued and open-price line items, retain currency, and must cover the full period before sales are treated as available.
The comparison is directional and does not perform exact payment-to-deposit or accounting reconciliation.
Cash COGS, receipt expenses, and current theoretical recipe COGS remain separate evidence sources and should not be presented as interchangeable accounting totals.

### Square catalog workflows

Identify stores connected to Square and import supported Square catalog records into CafeTally.
The connector does not transfer money or initiate financial transactions.

### Modifiers and ingredient aliases

Search and maintain modifier groups, modifier links, and ingredient aliases used by recipes and receipt matching.

## Permissions and safety

Every tool checks your CafeTally team membership, store role, feature access, and billing status when it runs.
Finance review also requires finance access and current Finance MFA verification because it can include bank-derived information.
Read-only tools do not create hidden records.
Write tools are labeled for the AI client, and destructive product, recipe, or modifier deletion requires an explicit confirmation value.
Review the proposed action and the selected store before approving a write or deletion.

## Troubleshooting MCP setup

### The OAuth sign-in does not open

Confirm that the server URL is exactly `https://cafetally.com/mcp`, including the `/mcp` path.
Remove the connection and add it again if the client saved an incomplete URL.

### The connector is installed but not used

Enable CafeTally for the current conversation from the client's tools, plugins, or connectors menu.
Start a new conversation after changing the connection or refreshing its tool metadata.

### No CafeTally stores appear

Sign in to CafeTally directly and confirm that the same account belongs to an active store team.
Ask a CafeTally owner to check your membership and role if the store is missing.

### A write action is denied

The selected store may require an owner, manager, or administrator role for that action.
Read the returned permission message and ask the store owner to adjust your role only if the access is appropriate.

### Finance review requires verification

Open Finance in CafeTally and complete its verification step, then reconnect CafeTally in your AI client.
Finance access is time-limited and still depends on your live store role and owner-granted permission.
If the review reports missing Square coverage or currency metadata, resync Square sales for the requested daily period before comparing POS and bank activity.

### Tools look outdated

Refresh the connection in ChatGPT or reconnect CafeTally in Claude.
For Codex or Claude Code, remove and re-add the server if the client does not refresh its advertised tools.

## Frequently asked questions

### What is the CafeTally MCP server?

The CafeTally MCP server is a secure remote endpoint that gives supported AI assistants structured tools for CafeTally business reviews, inventory, expenses, products, recipes, modifiers, and Square catalog workflows.

### Does CafeTally MCP work with both ChatGPT and Claude?

Yes.
The same remote MCP endpoint works with ChatGPT, Codex, Claude, and Claude Code through each client's supported Streamable HTTP and OAuth setup flow.

### Can an AI assistant change my CafeTally data?

Only when you request a write operation, your CafeTally role permits it, and the AI client approves or confirms the applicable tool call.
You can begin with read-only prompts and explicitly tell the assistant not to change anything.

### Do I need a CafeTally API key?

No.
CafeTally uses an OAuth authorization flow that keeps passwords and access tokens out of your prompt and client configuration.

### Can I disconnect CafeTally later?

Yes.
Remove or disconnect CafeTally from the client's MCP, plugin, or connector settings to stop future access from that connection.

## Related CafeTally guides

- [Connect CafeTally to Claude](/docs/claude-connector)
- [Set up products, recipes, and costing](/docs/products-recipes-costing)
- [Work with receipts and price drift](/docs/receipts-price-drift)
- [Configure Square integrations](/docs/square-integrations)
- [Review team roles and security](/docs/team-security)

For help, visit [CafeTally Support](/support) or email [support@cafetally.com](mailto:support@cafetally.com).

---

# Team, access, and security

Manage team members, account security, MFA, data retention, and admin workflows.

Source: /docs/team-security
Category: Administration
Updated: 2026-07-02

CafeTally separates owner dashboard work from storefront workflows.
Owners and managers should have dashboard access only when they need to manage configuration, integrations, finance, products, or team settings.

## Team access

Use `Dashboard > Team` to manage staff who need authenticated access.
Invite people with the minimum access they need for their work.
For simple stock counts, prefer shared storefront form access or QR links when a staff account is not necessary.

## Account security

Use email verification before relying on an account for store operations.
Use MFA for sensitive areas such as finance when available.
Review active team membership when employees leave or roles change.

## Store access

Store-level access protects dashboard routes for products, finance, expenses, rulebooks, and chat.
If a user cannot open a store page, confirm their team membership and store access before changing the store slug.
Superadmin views are for internal administration and should not be used as a replacement for customer team permissions.

## Data retention

CafeTally includes public data retention and disposal information at `/data-retention-disposal`.
Use that page when a customer asks how retained data is handled.
Account deletion workflows should remove or anonymize user-owned data according to the product policy.

## Operational review

Review team access after adding new locations, connecting finance data, or enabling automation.
Security work should be part of operational setup, not a cleanup task after sensitive workflows are already live.

---

# Connect CafeTally to Claude

Connect Claude to CafeTally through the secure remote MCP connector for inventory, costing, products, recipes, receipts, expenses, and Square workflows.

Source: /docs/claude-connector
Category: Reference
Updated: 2026-08-08

The CafeTally connector lets Claude work with the stores and operational data your CafeTally account can already access.
It uses CafeTally's remote Model Context Protocol server at `https://cafetally.com/mcp`.
For ChatGPT, Codex, Claude, and Claude Code instructions with copyable commands, see the [complete CafeTally MCP setup guide](/docs/mcp-connectors).

## Before you connect

You need a verified CafeTally account with access to at least one active store.
Your store also needs an active CafeTally subscription or trial for the features you want Claude to use.
Claude never receives access to stores that are outside your existing CafeTally team memberships.

## Connect from Claude

1. Open **Customize > Connectors** in Claude.
2. Select **Add custom connector**.
3. Enter `https://cafetally.com/mcp` as the remote MCP server URL.
4. Continue to CafeTally, sign in, and review the requested access.
5. Approve the connection when you are ready.
6. Enable CafeTally for the Claude conversation where you want to use it.

CafeTally uses OAuth authorization code flow with PKCE.
You never need to paste a CafeTally password, API key, or access token into Claude.

## Connect from Claude Code

Add the remote HTTP server from a terminal:

```bash
claude mcp add --transport http cafetally https://cafetally.com/mcp
```

Open Claude Code and run `/mcp`.
Choose CafeTally, complete the browser sign-in, and approve access.
Claude Code stores and refreshes the resulting OAuth tokens through its normal MCP authentication flow.

## What Claude can do

Claude can list the CafeTally stores available to your account and use the returned store ID for later operations.
Read-only tools cover inventory, expenses, products, modifiers, recipes, ingredient aliases, recipe costs, and product audits.
Write tools can create or update inventory items, products, modifiers, recipes, aliases, receipts, modifier links, and Square catalog imports.
Product, modifier, and recipe deletion tools require an explicit confirmation value after you approve the exact deletion.

Try prompts such as:

- “Show my CafeTally stores and tell me which one is connected to Square.”
- “Find the inventory items related to milk and tell me which ones have cost data.”
- “Find my 12-ounce latte and show its recipe cost.”
- “Review recent expenses and identify ingredients without receipt coverage.”

## Permissions and safety

Every store-scoped tool checks your CafeTally team membership, store role, enabled features, and billing access when it runs.
Read operations can be used by a team member who already has access to the store.
Create, update, delete, and integration operations require the applicable owner, manager, or administrator permissions.
Square sync reads from the Square account already connected to CafeTally and changes only CafeTally's imported catalog records.
The connector does not transfer money or initiate financial transactions.

## Data handling

Claude sends only the arguments needed for the CafeTally tool you ask it to use.
CafeTally returns the requested store data to Claude so it can answer your request.
CafeTally does not query Claude's memory, unrelated chats, or files outside the input supplied to the tool.
Receipt OCR and AI recipe suggestions use CafeTally's configured OpenAI service as described in the [CafeTally Privacy Policy](/privacy).
Anthropic processes information received by Claude under Anthropic's own terms and privacy policy.

## Disconnect or reconnect

Remove or disconnect CafeTally from Claude's connector settings to stop future access from that connection.
In Claude Code, open `/mcp`, select CafeTally, and clear authentication or remove the server.
If a connection becomes invalid, reconnect it to complete a fresh OAuth consent flow.

## Support

Visit [CafeTally Support](/support) or email [support@cafetally.com](mailto:support@cafetally.com) for help.
For account privacy or deletion requests, email [privacy@cafetally.com](mailto:privacy@cafetally.com).

The connector is compatible with Claude's remote streamable HTTP MCP support.
For general connector setup details, see [Anthropic's connector documentation](https://claude.com/docs/connectors/building).

---

# AI chat and agent workflows

Use CafeTally chat to inspect store context, create products, audit COGS, and work with receipts.

Source: /docs/ai-chat
Category: Automation
Updated: 2026-07-02

CafeTally includes AI-assisted workflows for store operations.
The chat workspace can use store context and product tools to help operators inspect, create, and update operational data.

## What AI can help with

AI can search products, inspect recipes, calculate product COGS, create inventory items, create products, create recipes, manage modifiers, list expenses, upload receipts, and match receipt items.
The best prompts name the store, product, ingredient, vendor, or receipt being discussed.
Use AI for repetitive setup and analysis, then review important changes before relying on them.

## Product and recipe work

Ask for a product audit when a margin looks wrong.
Ask for a recipe suggestion when a new product needs an initial costing draft.
Ask the chat to find matching ingredients before creating duplicates.
Review generated recipes for quantity, unit, and modifier accuracy.

## Receipt work

Use receipt tools when a supplier invoice needs extraction or matching.
AI can help map receipt lines to inventory items, but pack sizes and units still need operator review.
Save matched receipt items only after the names, quantities, and unit costs make sense.

## Practical prompts

```text
Audit the COGS for our 12 oz latte and tell me which ingredient is driving the margin.
```

```text
Create a draft recipe for a large oat latte using the existing espresso, oat milk, and cup ingredients.
```

```text
Review the latest receipt and match any obvious supplier lines to existing inventory items.
```

## Guardrails

AI output should not override owner judgment on pricing, vendor disputes, payroll, tax, or bank reconciliation.
Use the dashboard review screens for final confirmation when changes affect costs, recipes, receipts, or finance reports.

---

# Troubleshooting

Diagnose common setup, inventory, costing, receipt, finance, and integration issues.

Source: /docs/troubleshooting
Category: Reference
Updated: 2026-07-02

Most CafeTally issues come from missing setup, mismatched units, duplicate items, disconnected integrations, or an unexpected date range.
Use this guide to narrow the problem before changing data.

## Stock forms

If staff cannot open a form, confirm the store slug, form link, and QR code destination.
If a count is missing, confirm the submission was completed and saved.
If low-stock alerts are noisy, adjust thresholds to the point where ordering action should happen.

## Product costs

If COGS is too high or too low, check ingredient cost, recipe quantity, and unit conversion.
If a product appears twice, check whether it came from Square catalog data, manual creation, or a template.
If a modifier is missing from cost, confirm the modifier group is attached to the product and has cost-bearing ingredients where needed.

## Receipts

If receipt matching creates duplicates, add aliases or match lines to existing ingredients.
If a receipt line has the wrong cost, review quantity, pack size, and unit.
If price drift is missing, confirm the receipt line is matched to an inventory item.

## Finance

If finance data is missing, confirm Plaid is connected for the store and the account is included.
If a report looks wrong, check date range, transaction category, transfer detection, and Square deposit matching.
If a page asks for MFA, complete the challenge before troubleshooting report data.

## Integrations

If Square data looks wrong, confirm the account and location mapping.
If automation fails, confirm Square is connected, the selected products still exist, and the rulebook schedule is active.
If reconnecting does not fix the issue, review location IDs and permissions before changing product data.