5 Tasks That Can Be Automated to Lower Restaurant Labor Costs

Manual work takes a lot of time in restaurants and c-stores. This includes:

• Scheduling 

• Inventory 

• Operations 

• Marketing 

• Ordering

These processes use up a lot of time and often lead to mistakes. 

Restaurants must use automation. The good news is that it can connect to your current systems. 

Today’s new tools let companies automate tasks. The National Restaurant Association’s 2024 State of the Restaurant Industry report says that 47% of operators expect technology and automation to become more common. 

This article explains how to automate restaurant routine tasks without losing quality. You’ll see:

• Examples

• Cost-saving tips 

• ROI timelines

• Other solutions 

Finding Areas to Use Restaurant Automation  

The restaurant industry is changing. The goal isn’t to replace people. Instead, it is to use tech to handle boring tasks. 

Automation can help right away with:

• Scheduling 

• Mobile ordering 

• Marketing 

Inventory and other changes take longer but have great long-term impact. 

Good workflows lower errors and help teams during changes with: 

• Menus

• Prices 

• Staffing 

Automating these tasks let's your team do more important work. 

Connected platforms matter. Paytronix connects: 

• Online ordering 

• Loyalty programs

• Marketing

• Customer data 

Mistakes happen without a strategy.  

What to Automate First 

Start small. Focus on a few wins:

• Review systems you already use. 
• Identify automation opportunities that replace recurring tasks, not human value. 
• Evaluate customer-facing business processes.
• Choose tools that match priorities and budget. 
• Apply changes with training in mind. 

1. Scheduling and Labor 

Replacing spreadsheets with staff scheduling software helps management. Automating this lets managers focus on growth.  

Automate Your Work Schedules 

Platforms like 7shifts use: 

• AI forecasts 

• Automated shift swaps

• Time-off requests 

• Labor law checks

These save your managers time every week. 

Applicant tracking also matters. Automating hiring: 

• Speeds up onboarding 

• Improves visibility  

• Supports staffing  

Connecting with payroll connects:

• Scheduling 

• Compliance

• Pay accuracy

Time Savings 

Automating shift management improves productivity. Restaurants report:

• Over five hours saved weekly

• Less shift issues

• Increased productivity 

The extra time saved helps your restaurant grow. 

2. Inventory Automation 

Connecting inventory systems with point of sale (POS) data:

• Gives managers visibility 

• Reduces manual counts  

• Improves ordering across many locations 

Automate Inventory 

Inventory management software connects with POS systems. Level monitoring and alerts help you restock. 

There is also waste tracking and recipe costing updates. It checks ingredient usage and helps stop you from ordering too much. 

It also helps with operations. Orders are done based on sales and usage. 

Improved Ordering and Delivery 

Good inventory improves the customer experience. When menus show real availability, customers complete orders faster.  

Use these tools:

• Online ordering  

• QR codes 

• Kiosks

• AI ordering

Files needed for menu updates are also handled automatically.

3. Communication 

A restaurant saw that manually sending promos, replying to reviews, and updating menus took a lot of time. With AI, the team could focus on strategy. 

Guest Engagement 

Automation tools handle tasks like:

• Scheduling social media posts

• Sending emails

• Responding to reviews 

• Ticket for support 

• Updating your website  

CRM data tracks preferences and payments.

Loyalty Program Management 

With Paytronix, restaurants and c-stores centralize loyalty and rewards management. Connecting with POS and CRM software lets managers:

• Check accounts 

• Manage rewards  

• Make consistent promos 

Social Media Management 

Content calendar automation lets teams to post without doing anything. Use tracking tools to measure:

• Engagement 

• Reach  

• Conversions

This helps in reducing labor costs. 

4. Financial and Administrative Tasks 

For instance, a c-store where managers spend hours reconciling daily sales, distributing tips, and tracking invoices manually. Automation tools can take over these repetitive tasks, giving staff more time for strategic decision-making, workflow automation, and keeping operations running smoothly. 

How to Automate Work Tasks in Accounting 

Software for restaurants can handle both internal and external financial workflows, helping teams reduce errors, streamline task approvals, and save time. Common automation opportunities include:  

• Invoice processing automation for suppliers and vendors 
• Tip distribution calculations for staff 
• Sales report generation and real-time dashboards 
• Payroll preparation integrated with HR systems 
• POS and Kitchen Display System (KDS) data integration 
• Data entry reduction through automated syncing 
• Cloud-based management for centralized access, reporting, and supporting project management

5. Operational Task Automation

In busy restaurants, managers juggle temperature checks, cleaning schedules, and equipment maintenance manually, leaving little time for strategic decisions. Automated processes turn these tasks into reliable workflows that save time and reduce errors. 

How to Automate Daily Tasks in Operations 

When using each task automation tool, your staff can complete tasks efficiently while maintaining consistency. Examples include: 

• Temperature monitoring systems that log readings and alert managers automatically.
• Cleaning schedule management can automatically send notifications and track completion.
• Equipment maintenance alerts for preventive service.
• Supplier communications with automated order reminders and confirmations.

Reducing Manual Work 

Robotic process automation (RPA) helps teams finish manual tasks and tedious tasks with minimal supervision. Custom workflows allow both complex and simple tasks to follow consistent procedures, including built-in error handling, freeing staff to focus on higher-value work.  

Set-Up Tips  

You need a set-up plan. A good plan makes the process easier.  

Starting Your Automations 

Begin by finding tasks for automation, including:

• Scheduling

• Inventory

• Marketing

• Operations 

• Finance 

Use templates to make setup easier. 

Think about:

• Staff time 

• Tech costs 

• Staff onboarding

• IT operations 

An easy setup lets teams use tools faster. Staff training is a must.

Track results from early wins. Tools can:

• Get new leads 

• Lower errors 

• Free staff from boring tasks 

FAQs About Automated Tasks 

In this section, we answer your questions.

What type of B2C tasks can be automated? 

Examples include:

• Orders  

• Scheduling 

• Inventory

• Customer notifications

• Marketing  

• Sales reporting 

What are the 4 types of automation? 

Restaurant automation includes: 

• Ordering 

• FOH tasks  

• Back-Office 

• Kitchen prep and inventory 

Which tasks can’t be automated by AI? 

Some work needs a human. This includes:

• Coaching 

• Service issues 

• Company strategies 

• Crisis decision-making

What's the 30% rule in AI? 

A rule in automation says that about 30% of daily tasks can be down with AI. The other 70% still needs people.

Your 30-Day Automation Plan 

Here is a timeline for your restaurant or convenience store. A 30-day plan lets you:

• Rank tasks

• Use resources effectively  

• See early cost savings 

Here is the timeline:

• Week 1: Find the most time-consuming  tasks.  
• Week 2: Select and set up tools like Paytronix solutions.  
• Week 3: Train your team.  
• Week 4: Measure results using data.

Book a demo with Paytronix and download the 2025 Economic Resilience Toolkit.