Questions

What are AI purchase orders?

AI purchase orders are reorders your point of sale drafts for you, built on AI inventory tracking: every sale counts stock down at each location. Paybrain reads the last 28 days of sales at each location against what's on hand, flags what's out, low or about to run out, suggests how many to order, and drafts one order per supplier, with an AI read on what's climbing, what's stalled and what to order. You review it and send it in a tap. It's included with every Paybrain account.

Manual reordering vs AI purchase orders

	Manual reordering	AI purchase orders (Paybrain)
Finding what to order	Walk the stockroom, check a stock report	Out, Low and Soon flags from each location's sales and stock
How many to order	A guess, or last order repeated	Enough for the supplier's lead time plus 14 days, from 28 days of sales
Catching what’s heating up	Noticed when it runs out	Flagged Soon when it would run out within the supplier's lead time
Writing the orders	One email or call per supplier	One order per supplier, drafted and emailed in a tap
Receiving	Count it in, update stock by hand	Receive delivery adds it to stock

How Paybrain works it out

What gets suggested: items at or below their low-stock level, and items that, at their recent rate of sales, would run out within the supplier's lead time plus 14 days.
How many: enough to cover the lead time plus 14 days of sales, from the last 28 days, and at least twice the low-stock level. No lead time set means 7 days.
What the AI does: reads each item's sales trend, stock and days of cover, then calls out what's climbing, what's stalled and any sudden spike, and sums up what to order by supplier, such as "Oat milk is out and cold brew is climbing fast. Two orders cover it." It never changes a quantity: those come from your numbers.
Where: on the web and in the Paybrain app. Your sales on the Register feed it automatically.

Step by step: Purchase orders and suppliers in the docs.

Questions people ask

What is AI inventory tracking?
Inventory tracking where your point of sale doesn't just count stock, it reads it. On Paybrain, every sale counts stock down at each location, live. AI then reads each item's last 28 days of sales against what's on hand and its days of cover, flags rising sellers, dead stock and sudden spikes, and turns what's out, low or running out into a draft reorder.
What is an AI purchase order?
A purchase order your point of sale drafts for you. Paybrain reads the last 28 days of sales at a location against what's on hand, lists what's out, low or about to run out, suggests how many to order, and groups the lines into one order per supplier. AI then reads the trends, such as rising sellers, dead stock and sudden spikes, and sums up what to order; you tick what to order, adjust quantities and send.
How does Paybrain decide what to reorder?
An item is suggested when it's at or below its low-stock level, or when, at its recent rate of sales, it would run out within its supplier's lead time plus 14 days. The suggested quantity covers the lead time plus 14 days of sales and at least twice the low-stock level. With no lead time set, 7 days is assumed.
Does the AI place orders on its own?
No. Paybrain drafts the orders and nothing goes to a supplier until you review them and tap Send. Quantities come from your own sales and stock; the AI reads the trends and writes the summary, never the numbers.
How do suppliers receive the order?
By email: open the order, tap Send to supplier, and it goes to the supplier's address with an optional message. You can also print it, save it as a PDF or export a CSV. When the delivery arrives, Receive delivery adds it to stock.
Does it work with more than one location?
Yes. Suggestions are worked out per location, from that location's own sales and stock.
Does AI purchase ordering cost extra?
No. It comes with every Paybrain account, with no monthly fee and no AI add-on. You pay per card payment (3.0% + 10¢ in person).