If your Theoretical vs. Actual variance makes no sense and your managers have stopped trusting the reports, your data is broken, not your operation. Restaurant Smith goes inside your R365 system, finds every broken piece, and rebuilds your data foundation so your numbers finally tell the truth
Your Theoretical vs. Actual variance makes no sense. Your COGS percentage swings wildly from period to period with no clear operational reason. Your managers have stopped trusting the reports, so they stopped reading them. This is not your problem. It is a data problem, and almost every restaurant that went live on R365 without a properly structured implementation is dealing with exactly the same thing. At Restaurant Smith, Data Cleanup and COGS Repair is one of the most requested services we provide, because bad R365 data is far more common than anyone admits. We go inside your system, find every broken piece, fix it at the root, and rebuild your data foundation so your numbers finally tell the truth.
COGS errors in R365 are almost never a mystery once you know where to look. The most common sources are recipes built without accurate yields, items mapped to the wrong unit of measure, vendor invoices entered inconsistently, and inventory counts approved without being properly reviewed. Each of these errors creates a gap between what R365 thinks your food cost should be and what it actually is — and they rarely travel alone. Fix one without finding the others, and your numbers still won’t make sense. That is why Restaurant Smith follows a defined sequence on every cleanup engagement, working through your system layer by layer until every problem is found, traced to its source, and corrected permanently
Correcting inaccurate COGS in R365 requires fixing three layers simultaneously — and it requires you at the table the entire time. No one knows your operation better than you do, and that knowledge is just as critical to accurate food cost calculations as any system configuration we can make.
There is no app, no export, and no shortcut that fixes bad R365 data. The platform has to be corrected from the inside by someone who understands both how the system is built and how a real restaurant actually runs — because the difference between a configuration error and an operational one is not always obvious, and fixing the wrong one first is how cleanups fail. We work directly inside your system using R365’s own reporting tools — the Menu Item Analysis, the Price Change report, and the COGS Analysis by Vendor — combined with a hands-on audit of your item database, recipe library, vendor list, and inventory count history.
We find the problem, trace it to source, and fix its root rather than patching the symptoms. But here is the part no one talks about: we can rebuild every recipe, correct every UOM, and eliminate every duplicate in your system — and your team can unwind all of it within weeks if the daily habits don’t change. Incorrect invoice approvals, inaccurate recipe entries, broken item links, and sloppy inventory counts don’t just happen at setup. They happen every single shift.
A clean system stays clean only when people using it understand what they are doing and why every entry they make matters. That is why operator involvement isn’t optional — it is the difference between a one-time fix and a permanent one. For operators who want the results without owning the process, our Tier 4 Master Smith engagement keeps Restaurant Smith embedded in your operation every month so your data stays clean, your margins stay protected, and you never have to wonder if the numbers are right.
Cleaning up restaurant inventory data is not a one-afternoon task, and anyone who tells you otherwise hasn’t actually done it inside a live operation. It requires working through the full chain — from how items are set up, to how they are counted, to how that data flows into your reports — because a problem at any one of those points corrupts everything downstream.
We start with a complete item database audit to identify duplicates, inactive items still cluttering your count sheets, and anything missing a correct UOM configuration.
From there, we review how your AP workflow, inventory workflow, and data entry processes are actually being executed day to day — because the cleanest item setup in the world means nothing if the people entering invoices, approving purchases, and counting inventory aren’t doing it correctly or consistently.
The final step is a count sheet review to verify that every item being counted is on the right template, counted in the right unit, and flowing into inventory the way it should be. We work through all three before we call it done — because clean inventory data isn’t just about what’s in the system, it’s about whether what’s in the system actually reflects what’s on your shelves
Every engagement follows the same structured sequence, so nothing gets missed and every fix is traceable.
When evaluating services for R365 data repair, the most important question is not whether the provider knows the software. It is whether they understand restaurant operations well enough to know what the data should look like when it is correct. A purely technical approach to data cleanup will fix configuration errors but miss the operational misalignments that caused those errors in the first place. Restaurant Smith combines deep R365 system knowledge with real operator experience, which means we do not just correct the data. We understand why it went wrong, fix the operational workflow that caused it, and set up the processes that prevent it from happening again. That is the difference between a cleanup that lasts and one that needs to be redone six months later.
A cleanup gets your data to a trustworthy baseline. Keeping it there is a different discipline entirely. Recipe costs drift as vendor pricing changes, menu items get modified without corresponding recipe updates, and staff turnover introduces new data entry habits that slowly pull your numbers off course. For operators who don’t want to manage that process themselves, our Ongoing R365 Support service includes quarterly recipe reviews, monthly COGS oversight, and continuous system monitoring so your data stays accurate long after the cleanup is done. .
When evaluating anyone for R365 data repair, the most important question isn’t whether they know the software — it’s whether they understand your operation well enough to know what correct data actually looks like in a working kitchen. Generic software consultants fix configuration errors but miss the operational habits that caused them. Restaurant accountants know the numbers but don’t know the platform. Restaurant Smith sits at the intersection of both, and that combination is what makes the difference between a cleanup that holds and one that needs to be redone six months later.
Four service tiers designed to meet you exactly where you are.
Ideal for: Owners who have the data but lack the hours to type it in
Ideal for: Operators who have the software but don’t trust the numbers
Ideal for: Operators who need managers to take ownership
Ideal for: Growing brands needing executive oversight without full-time salary
Any restaurant operator who wants their team to actually use the system they are already paying for.
Precision cost tracking & recipe management for high-end operations
Streamlined inventory and efficient labor management for high-volume concepts
Complete operational oversight and manager training for consistent execution
Centralized reporting & standardized systems across all locations
Personalized setup and hands-on support for owner-operators
It depends on the size and complexity of your system. A single-location restaurant with a moderately messy setup typically takes two to four weeks to fully clean and verify. Multi-unit operations with larger item databases, multiple vendor integrations, and a longer history of data errors can take four to eight weeks. We scope every engagement individually after a diagnostic review so you know exactly what is involved before we start.
No. We work inside your R365 system on the data layer and do not interrupt your daily workflows. Your managers can continue using the system normally during the cleanup process. We stage corrections carefully and verify each change before applying it so there is no disruption to your live operation.
Yes. This is one of the most common reasons operators come to us. If your original implementation was done incorrectly or incompletely, we audit the full setup, identify every problem that was left behind, and repair it systematically. We do not need to know who did the original implementation or why it went wrong. We just need access to your system.
Data cleanup is a fixed-scope project that repairs your existing system and gets your data to a trustworthy baseline. Ongoing support is a monthly engagement that maintains that baseline as your operation evolves. Most operators who need data cleanup also benefit from ongoing support afterward to ensure the same problems do not quietly return over time.
This is the right question and it is exactly what our diagnostic review is designed to answer. If your AvT variance is large but consistent and correlates with identifiable operational factors like a specific location, a specific item category, or a specific time period, it may be operational. If it is large, inconsistent, and cannot be traced to anything that actually happened in your kitchen, it is almost certainly a data problem. We will tell you which one it is after the audit.
Bad data does not fix itself. Every week you run your operation on inaccurate COGS numbers is a week you are making decisions without a reliable map. Restaurant Smith will go inside your system, find every broken piece, and rebuild your data foundation so your reports finally mean something. Colorado-based. Remote Nationwide.
At Restaurant Smith, we build your R365 system through the lens of a multi-unit operator.