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BoxBak Help Center
A guide for every BoxBak page, written for first-time restaurant owners. Search by page name or by the job you are doing.
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Home6 guides
- Store overview (dashboard): today's sales and decisions to makeThe owner's and manager's home screen: net sales, bills, top-selling items and today's decisions across every branch on one page.
- Getting started: setup wizard, store format and the sample menuSet up your shop in six skippable steps, pick a store format, set your owner PIN, add a sample menu or read your menu from a photo, then sell your first bill.
- Guided tours and store setup missionsShort role-based tours you can replay, and the overview checklist with a progress percentage that takes a new store to its first sales.
- AI assistant: free how-to help, store data questions, Operations Copilot and Pet AssistantThe AI assistant page brings together free how-to help for every store, credit-priced questions about your store data, the Operations Copilot that prepares records, chat history, and the Pet Assistant you can ask from any screen.
- Approve AI drafts and revert changes made by AIReview AI app drafts and approve or reject them, and see everything an AI changed in the store with before and after values, reverting changes nobody has edited since.
- Find pages, switch branch and fix common problemsHow to get to the page you need, why a menu item is missing, how to switch branch, and what to check before pressing again when a page hangs or the connection drops.
Storefront11 guides
- Selling at the counter: open bills, take orders and take paymentOpen a dine-in or takeaway bill, add menu items, park bills, split or merge them, then take cash, PromptPay or a split payment to close the bill.
- POS training mode for new staffPractise opening bills, picking items from your real menu, discounts, taking payment and a sample receipt, without recording a real sale.
- Record GrabFood / LINE MAN / ShopeeFood / Robinhood orders from a photoPhotograph the order screen in the merchant app, let AI turn it into a bill, check and confirm. The bill goes to the kitchen, is closed as paid in app, and the same order cannot be entered twice.
- Kitchen display (KDS): order flow and recallSee the kitchen queue, start and finish each item, hold or rush a ticket, recall a finished ticket and log kitchen waste.
- Opening and closing shifts, counting cash and the Z-ReportOpen a shift with the opening cash float, record cash in and cash out, count the drawer at close to see short or over, and print each shift's Z-Report.
- Bill History: find bills, refund and reopenFind bills by date, branch, status or bill number, check items and payments, refund (whole bill or in part) and reopen a bill within 24 hours.
- Walk-in queue: guests scan for a queue number, staff call and seat from the POSTurn the queue on per branch, print an entrance QR so guests get a queue number and follow their place on their phone, and call, seat, mark no-shows and put guests back in line from POS › Queue.
- Table reservations: book ahead, see reserved tables on the floor, seat the group when it arrivesTurn reservations on per branch, take bookings in POS › Reservations (the same table can never be booked twice for overlapping times), see a reserved table on the floor ahead of time, and tap Arrived to open the table's bill when the group comes.
- Pre-orders and deposits: take cake and catering orders ahead, agree a date, take a deposit, apply it at the handoverPre-orders takes orders customers place ahead: menu items with options or a custom item at an agreed price, a pickup or delivery date and time, and a deposit. The kitchen gets the order a set number of hours before it is due; at the handover the deposit is applied to the bill and the balance is collected at the till. A cancel or no-show splits the deposit by the store's policy.
- Bottle keep: keep a guest's bottle, pour from it next time, handle expired bottlesRecord a bottle a guest leaves with you, with a tag number, the guest's name, how much is left and when the keep runs out. Next time, pour from the same bottle and record the new level. A manager can extend or write off an expired bottle.
- Install BoxBak as a Windows app, and connect a receipt printerInstall BoxBak from Edge or Chrome so it has its own Start menu and taskbar icon and window, connect a receipt printer that has a Windows driver, set 58/80 mm paper, and test with Print to PDF before you own a printer.
Customers4 guides
- Members, earning points and redeeming pointsRegister members by phone number, earn points when a customer pays a bill with their phone attached, redeem points as a discount at POS checkout, and set the store's point rates.
- Reply to customers who message the store's LINE OARead and answer messages customers send to the store's LINE Official Account from inside BoxBak, pick up conversations waiting for staff, and set up AI replies and frequently asked questions.
- B2B wholesale: customers, wholesale prices, sales orders and deliveriesSet up wholesale customers and delivery addresses, define wholesale prices, create sales orders, issue delivery orders, confirm arrival and issue invoices.
- Write promotion captions with AI from real salesHave AI draft promotion captions for Facebook, Instagram, LINE OA or TikTok, choose the tone and number of versions, and optionally include your real best sellers from the last 7 days.
Menu & pricing4 guides
- Manage menu items, prices, options and recipesCreate categories and menu items, set base and branch prices, attach options, show or hide items on the POS, add ingredient recipes, and restore deleted items.
- Match your GrabFood / LINE MAN menu to your store menuBring in the menu from a delivery app yourself, match each listing to a store menu item, compare app prices with store prices, and see which items are not on the app.
- Per-head buffet: packages, starting a table and the clockSet adult / child prices, time at the table, the menu categories included and the ingredients per guest, then start a buffet on a table from the POS. BoxBak times it, closes QR ordering at last order and deducts stock by headcount.
- Quantity prices and customer price levels at the POSSet quantity prices (each unit cheaper from 10) and customer price levels such as Wholesale or VIP, then pick the customer on the bill at the POS. The whole line is priced by its quantity.
Stock & purchasing12 guides
- Ingredients, units, stock on hand and ingredient costAdd ingredients, set the base and purchase units, see stock on hand per branch, the movement history and ingredient costs.
- Count stock and correct it to what is really thereOpen a count for a branch, let staff enter what they counted, review the differences against the system, then close the count to adjust stock, or quick-count one item at a time.
- Transfer stock between branches and from the central kitchenCreate a transfer to move ingredients between branches or from the central kitchen, track stock in transit, and have the receiving branch check and receive it.
- Lots, expiry dates and product recallsSee which lots have expired or expire soon, use the soonest-expiring first, write expired stock off, and trace which dishes and bills used a recalled lot.
- Food cost per dishSee what each dish costs in ingredients, what share of its price that is, and which dishes need a price or recipe fix.
- Bakery shelf: bake in batches, count the shelf and close the dayPick the menu items you bake ahead, record each bake (the recipe is deducted, the pieces go on the shelf with a best-before), see what is left on the POS with sold-out at 0, and write off the leftovers at closing.
- Suppliers, purchase orders and receivingAdd suppliers, create purchase orders, send them, receive part or all of a delivery, and correct an over-received quantity.
- Receiving reconciliation: purchase order, receipt and invoiceRecord the supplier's invoice, run a 3-way match against the purchase order and what was received, then settle any difference by choosing which price to use.
- Ingredient processing and AI bill scanningRecord what the kitchen makes in house so stock and cost stay right, and let AI read photos of purchase bills into drafts before they go into stock.
- Reorder points, stock levels and what to orderSet each branch's reorder point and target stock, then let the system tell you what to order, how much and from which supplier.
- Record waste from the back office and the kitchen screenRecord what is thrown away with a reason so stock stays right, let the kitchen report waste from the KDS, and review and report waste by day.
- Production standards and usage against the recipeSet standard recipes for what the kitchen makes and compare each production run with them, and see which ingredients were used more or less than the recipes say from sales and stock counts.
Money & reports9 guides
- Sales report: net sales, bills, discounts, refunds, VAT and sales by time rangeChoose dates and a branch, read net sales, bills, discounts, refunds and VAT, drill into a day down to its bills, export to Excel and print sales by time range.
- Delivery-app payouts, GP and net revenueEnter what GrabFood / LINE MAN / ShopeeFood / Robinhood paid you (typed, or LINE MAN's sales file), match it to the delivery bills in BoxBak, and see what each app kept in commission and fees and what you really received.
- Monthly tax: purchase VAT, PP30 and withholding tax (50 Tawi)Prepare the purchase VAT register, the PP30 worksheet and the withholding tax on payments to suppliers and contractors (PND3 / PND53) with printable 50 Tawi certificates, for your accountant to check and file.
- Payables, receivables and bank reconciliationSee what the store owes suppliers by age and record supplier bill payments, see wholesale receivables and delivery-app sales awaiting payout, and import the bank statement to match it with recorded money and close each month.
- Gross profit by menu, missing stock and risky actionsSee which menu items make the most or least profit, how much stock went missing in stock counts, and review voids, refunds, discounts, PIN approvals and cash drawer differences.
- Store cash book and employee reimbursementsSee money in and out of the store for any period, record expenses that did not go through the POS, attach receipt photos, reverse mistakes, and approve or repay staff reimbursements.
- Document center: invoices, credit notes and issued documentsFind issued invoices and credit notes, print or save them as PDF and share a link with store staff, and see where other papers are printed.
- Owner cockpit and branch targetsEvery branch on one screen: today vs target, the 7-day trend, what needs you, cash drawer short / over, stock risks and labour vs sales, plus sales and cost targets per branch.
- Try a menu price before you change itTry a new price or a percent change, see the margin per dish from the recipe cost and the expected monthly gross-profit change from the last 30 or 90 days of sales, then send the new prices as drafts for someone to approve.
Team3 guides
- Shift schedule, leave, shift changes and My workManagers plan and publish the shift schedule and decide leave and shift-change requests; staff see their shifts, request leave, ask to swap shifts and clock themselves in from My work.
- Team hub, employees, task assignments and payrollManagers see who is in and decide open requests in the Team hub, keep the employee register, assign and accept tasks; the owner calculates, closes and records payroll.
- My money: a private income and spending diaryStaff record their own income and spending, see a summary per pay period, set budgets and savings goals, and see how much they can spend per day until payday. The owner and managers cannot see it.
Settings, account & support23 guides
- VAT settings and full tax invoicesSet whether the store is VAT-registered, whether menu prices include VAT, the business details and invoice numbering, then issue full tax invoices from the receipt on the POS.
- Manager approvals, ceilings and PINSet how much can be refunded, voided or discounted without approval, see who can approve, and fix actions stuck waiting for approval.
- QR self-order at the tableCreate and print a QR code for each table so customers can see the menu and order themselves, revoke an old QR that got out, optionally let customers pay by PromptPay, and turn on waiting games with rewards by score.
- Self-order kiosk: guests order on a store tablet and pay at the counterPair a store tablet as a kiosk. Guests pick dishes and options, choose eat here or take away and get an order number. The order appears on the POS as an unpaid bill; the kitchen gets it after payment (the default) or at once, as the store sets.
- Online booking: guests book a table themselves from the restaurant's linkTurn online booking on per branch and share the booking link or QR. Guests see only the times still open from the opening hours and tables. Bookings arrive in POS › Reservations with an Online badge, confirmed automatically or waiting for staff to confirm.
- Guest messages: tell guests their table is ready, and confirm / remind bookings by email, phone notification or the store's LINE OAThe owner picks the channels (email, phone notifications, the store's own LINE OA). Guests choose on their ticket page and can close it; the restaurant tells them when they are almost up and when their table is ready. Bookings get a confirmation and a reminder when staff add the guest's email or the guest scans the LINE QR.
- Receipt printer, receipt design and fixing printing problemsSet up this device's printer (paper width, print route, auto-print), run a test print, design the receipt, set header and footer text and logo, and fix receipts that do not print.
- Member tiers, birthday offers and LINE messages to membersSet member tiers (e.g. Silver / Gold) from recent spend or points with a points multiplier and tier-only offers, a once-a-year birthday code, let customers link the store's LINE for messages, and send messages with a promotion code to member groups.
- Promo prices by time of day (happy hour)Give menu items or whole categories a promo price: a percentage off, an amount off or a special price, on chosen days, times, branches and at the POS or on QR ordering. Promo prices apply by themselves when an item is rung up, and you can see what each promotion gave away.
- Connect the store's LINE OA to BoxBakEnter the details from LINE Developers so staff can link their LINE accounts to the store, get shift and task notifications on LINE, and the store can send messages through its own LINE OA.
- Store notification channels and emailing purchase orders to suppliersChoose whether the store's alerts, such as low stock and items close to expiry, go to email or the store's LINE OA, and email purchase orders straight to the supplier.
- Online ordering for pickup: each branch's ordering page and the order inboxPublish each branch's pickup ordering page. Guests choose a pickup time and pay at pickup or by PromptPay; staff accept, send to the kitchen and mark ready at POS › Online orders. GrabFood / LINE MAN orders still do not arrive automatically.
- Send daily sales to FlowAccount automaticallyConnect FlowAccount with the store's own API credentials and BoxBak sends one cash-sales summary per branch per day, split by VAT rate, so nobody re-types the day's sales.
- Automated reports: daily, weekly or monthly summaries for the ownerHave the system build a sales, profit, expense and stock summary every morning, keep it on the Automated reports page and send it by LINE, with alerts when numbers look unusual.
- Add users, set permissions and staff PINsThe Users & access page is where you add staff accounts, give permissions with a permission preset, set PINs for signing in on a shop terminal, and deactivate or delete accounts.
- My account: PIN, recovery email, OTP and LINEThe My account page shows your own details and lets you change your display name, set or change your PIN, verify your recovery email and connect LINE for OTP codes, without touching anyone else's access or data.
- Store details, branches, tables, PromptPay payments and image libraryEdit the store name, logo and phone, manage branches and tables, set the PromptPay account guests pay into, receipt text, and the store's image library.
- Turn store features on or off, and why a menu item is missingEvery feature is free. The owner switches features on or off on the Store features page, and finds any setting from the Settings overview.
- Credits & usage: what is free, what uses credits, and adding creditsEvery feature and asking how to use BoxBak are free. Credits pay only for AI work and extra capacity. See the balance, history and expiry dates on the Credits & usage page.
- Getting started with a new store, and the go-live readiness checklistWhat a new store should do first, from store details, PromptPay, menu, tables, staff and printer to the first bill, with the guide on the Store overview and the Go-live readiness page.
- Import data from Excel/CSV, and undo an importMove menu items, ingredients, modifiers, recipes, suppliers, units and opening stock in from a spreadsheet, see whether each row will be added or skipped before you confirm, and undo a finished import.
- Connect Claude or ChatGPT to your store (MCP connector)Let the owner's Claude or ChatGPT ask about the store in BoxBak directly, choose which data it may read, decide whether it may create drafts for approval or make some changes immediately, and disconnect it at any time.
- Report a problem and track its statusSend a problem report to the BoxBak team with the page, the impact and the steps you took, then follow its status and the team's reply on the same page.
Restaurant glossary
Common restaurant-system words, explained in plain language.
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