Inventory Tracking: What Changes About Your Week
It's Saturday morning, 6 AM. You're halfway through a batch of 200 cupcakes for a wedding that afternoon when you reach for vanilla extract. The bottle is empty. You know you used some on Thursday, but you didn't write it down. Now you're calling suppliers, hoping someone picks up, and your timeline is shot. By noon you're stressed, the bride is worried, and you're out $40 in emergency delivery fees. With BakeOnyx, Wednesday morning would have looked different. You logged your Thursday bake — 3 batches of cupcakes, each using 15ml of vanilla extract. BakeOnyx subtracted 45ml from your 200ml bottle automatically. When the total hit 80ml, the system sent you an alert: "Reorder vanilla extract. You have enough for 5 more batches. Thursday's orders need 7." You placed an order that afternoon. Saturday morning, your new bottle arrived Thursday evening. No panic. No phone calls. No rush fees. Inventory tracking in BakeOnyx isn't about watching numbers move on a screen. It's about never being caught short again. It's about knowing exactly what you have, what you're about to use, and when to order — so you can focus on baking, not spreadsheets.
How It Works
Enter your ingredients and set reorder points
You open the Inventory section and create a new ingredient: Unsalted Butter. You type in the unit (kg), your current stock (5 kg), the cost per unit ($4.80), and your supplier. Then you set a reorder point: 2 kg. When your stock drops below that, BakeOnyx sends you an alert. You do this once. It takes 2 minutes per ingredient. After 20 ingredients, you're done.
Link ingredients to your recipes
You go to your Vanilla Cupcake recipe and add ingredients: 200g unsalted butter, 150g caster sugar, 2 eggs, 180ml milk, 10ml vanilla extract. BakeOnyx pulls the current cost of each ingredient from your inventory. The recipe now shows a total ingredient cost of $3.42. When you scale the recipe to 150 cupcakes, every ingredient amount updates, and so does the cost: $25.65 for the full batch.
Log your bakes — BakeOnyx updates inventory automatically
You finish Thursday's production: 3 batches of Vanilla Cupcakes (24 cupcakes each). You open the Production log, select the recipe, enter the quantity (3 batches), and hit Save. BakeOnyx subtracts 600g butter, 450g sugar, 6 eggs, 540ml milk, and 30ml vanilla extract from your inventory. Your butter stock is now 4.4 kg. Your vanilla extract is now 170ml. No manual math. No guessing.
Get alerts before you run out
Your vanilla extract hits 80ml on Wednesday afternoon. BakeOnyx sends you a notification: 'Vanilla extract below reorder point. Current stock: 80ml. Reorder needed by Friday.' You click the alert and see your upcoming orders: 7 batches scheduled for next week, each needing 10ml. You need 70ml. You have 80ml — just enough if nothing changes. But you order anyway because you know Saturday weddings always mean last-minute orders. Order placed Wednesday. Arrives Friday. Crisis avoided.
See what you need to buy before it's too late
You open the Inventory dashboard on Monday morning and see a summary: 12 ingredients below reorder point, 8 ingredients at 50% stock, 3 ingredients fully stocked. You click on 'Below Reorder Point' and see a shopping list: 3 kg flour, 2 kg butter, 1 kg cream cheese, 500g dark chocolate. You send this to your supplier with one click. No spreadsheet. No guessing what you need.
Track waste and adjust your ordering
You log a batch of sourdough that didn't proof correctly — 800g flour wasted. You mark it as waste, not sold. BakeOnyx tracks it separately from your regular usage. At the end of the month, you run a Waste Report and see you've wasted 3 kg of flour (2% of total flour used). You tighten your proofing times. Next month, waste drops to 1.2 kg. Your ingredient costs drop $8. Over a year, that's $96.
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Benefits
Stop emergency supply runs and rush delivery fees
You know exactly when you're running low on every ingredient. BakeOnyx alerts you 3-5 days before you hit zero, so you order on your schedule, not in a panic. No more Saturday morning calls to suppliers. No more $40 emergency delivery fees. No more telling a customer their order is delayed because you're out of cream cheese.
Eliminate 2-3 emergency supply runs per month. Save $80-120 in rush fees alone.
Price custom orders in 45 seconds instead of 10 minutes
A customer calls: 'Can you do a 3-tier wedding cake with chocolate ganache, fondant, and fresh berries? 80 guests?' You open BakeOnyx, pull up your Wedding Cake recipe, scale it for 80 portions, and BakeOnyx calculates ingredient cost: $34.50. You add 40% for labor and overhead. Price: $96.40 per portion. Total: $7,712. You quote the customer while they're still on the phone. No callbacks. No spreadsheet math. No mistakes.
Quote custom orders 8-10 minutes faster. Handle 30 inquiries in June without losing one to slow turnaround.
Know which recipes actually make money
You've been selling your Lemon Drizzle Loaf for $8.50 for two years. BakeOnyx tracks every ingredient and shows you the true cost: $3.20 per loaf. Your margin: $5.30 (62%). But your Chocolate Torte? Cost: $6.80. Price: $12.00. Margin: $5.20 (43%). You're making less money on the cake that takes 3 times longer to decorate. You raise the Torte price to $16.50. Now the margin is $9.70. Same recipe. $35 more per week in profit.
Identify underpriced recipes in 2 minutes. Increase margins by 8-15% on 3-4 products.
Never guess how much you spent on ingredients
Tax season arrives. Your accountant asks for ingredient costs by category. You used to spend a weekend rebuilding spreadsheets from receipts. With BakeOnyx, you export a report: Flour $2,340, Sugar $1,890, Eggs $1,560, Butter $2,100, Chocolate $980. Broken down by month. By supplier. By recipe. One click. One export. You send it to your accountant in 30 seconds.
Cut tax prep time from 6 hours to 30 minutes. Export ingredient costs by category in one click.
Scale a recipe without forgetting an ingredient
You need to scale your signature Carrot Cake from 12 servings to 80 servings for a corporate event. In your head, you'd multiply each ingredient by 6.67 and hope you didn't miss anything. BakeOnyx scales it for you: 400g flour becomes 2.67 kg. 150g butter becomes 1 kg. 3 eggs become 20. You print the scaled recipe as a job sheet with ingredient quantities in grams and ml. Your staff sees exactly what to prep. No conversions. No math errors. No missing ingredients mid-bake.
Scale recipes in 15 seconds. Eliminate ingredient errors on large orders.
See what to prep for tomorrow without calling anyone
Your staff arrives Monday morning and checks the Production Calendar. They see: Tuesday bake list includes 5 batches of Sourdough (2.5 kg flour, 1.5 kg water, 250g starter), 3 batches of Croissants (1.2 kg butter, 1.8 kg flour, 600ml milk), 2 wedding cakes (1.2 kg fondant, 800g ganache, 400g fresh berries). Exact quantities. No phone calls. No guessing. They start prepping: weighing flour, tempering butter, proofing starter. By the time you arrive, half the work is done.
Your staff knows what to prep without calling you. Save 20-30 minutes of morning coordination.
Frequently Asked Questions
Ready to Transform Your Bakery?
Join hundreds of baking businesses using BakeOnyx to manage orders, recipes, inventory, and more. Start your free trial today — no credit card required.
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