WISK.ai Bar Inventory Management Solution for the Calgary Zoo

A comprehensive cloud-based bar inventory management proposal prepared for the Calgary Zoo

Venue Overview

A purpose-driven event venue where conservation, community, and celebration come together. The Wilder Institute/Calgary Zoo offers a truly unique setting for weddings, corporate events, and private gatherings—nestled in nature, yet minutes from downtown Calgary. Each event supports global wildlife conservation, while guests enjoy immersive backdrops, sustainable catering, and the magic of sharing space with over 4,000 animals. It’s more than a venue—it’s an experience that gives back.

Current Systems

Calgary Zoo uses a central stockroom to supply 3–4 banquet venues and 13 concessions. They currently rely on Partender for inventory and recently switched to Toast POS.

Key challenges include managing par levels, tracking transfers, scanning invoices, and working within a fragmented multi-account system. Concession withdrawals and actual vs theoretical usage are also difficult to monitor accurately.

Understanding Your Current Situation

Difficulty maintaining consistent stock levels across venues.

No support for automated transfers; processes are fully manual.

Multiple logins required across accounts, creating workflow friction.

Cannot scan or upload invoices, making cost tracking inefficient.

Lacks real-time insight into actual vs. theoretical usage.

No clear system for monitoring withdrawals from central stock.

Current platform is unnecessarily complicated and hard to manage.

Objectives

Implement a centralized inventory system

Replace the current fragmented setup with a single-account platform accessible to ~20 users across multiple departments

Automate stock transfers and par level tracking

Enable real-time, automated transfer workflows between the central stockroom, banquet venues, and 13 concessions.

Enhance cost visibility and control

Gain accurate, real-time insights into food and beverage costs through invoice scanning, actual vs theoretical usage tracking, and cost alerts.

Reduce manual tasks and system complexities

Eliminate multi-account logins and manual adjustments.

Digitize invoice management

Enable scanning and uploading of supplier invoices for better reconciliation and more accurate costing.


Our Bar Inventory Solutions

Over 200,000+ bottle database

Access a database of 200,000+ bottle types for faster, accurate inventory.

Smart Barcode Scanning

Instantly identify products with barcode scanning—no manual entry.

Bluetooth Scale Integration

Accurately track partial bottles using smart scale integration.

Area-Based Counting

Divide your venue into specific inventory areas to organize and manage counts efficiently.

Quick Search Mode

Manually search and add items without barcodes by typing in keywords like brand or size

List View Mode

Quickly update counts using a pre-filled list—ideal for fixed storage setups.

Visual Mode for Partial Counts

Visually estimate partial items when scales aren’t available for faster counts.

Offline Mode

Count inventory even without internet—syncs when back online.

Split Inventory Counts Across Staff

Use role-based access to divide counting, verification, and management tasks.

Mobile Access

Manage everything from your phone or tablet.

Comprehensive Reporting

Get detailed item and area reports after each inventory to track stock levels and value.

Multi-User Collaboration

Multiple team members can count different areas at once to save time..

Seamless Stock Transfers

At Calgary Zoo, where a central stockroom supplies 4 banquet venues and 13 concessions, WISK brings order to complexity. Each outlet draws from a shared inventory system, with automated transfers and par level tracking ensuring the right products arrive where they’re needed - on time, every time. With WISK’s batch recipe management, Bluetooth scale integration, and Toast POS sync, the zoo gains full visibility from stockroom to service. By streamlining operations under a single account structure, Calgary Zoo is set to simplify inventory control, reduce manual work, and support consistent, data-driven decision-making across its hospitality footprint.

Each Revenue Center

Inventory Reports

With WISK’s Reports & Alerts, you’ll have real-time data on sales per outlet, inventory, and costs at your fingertips. Receive instant alerts for stock issues and variances to stay proactive.

Invoice Processing

Simplify invoice management by automating the matching of invoices with purchase orders and delivery receipts. Discrepancies are flagged for your review, ensuring accurate financial records.

Toast POS integration

WISK makes POS integration easy by connecting with the systems you’re already using. Your sales and inventory data are automatically synced in real-time, removing the need for manual updates and minimizing errors.

Recipe & Batching

Effortlessly manage your recipes and batches with WISK, enabling precise cost control and real-time updates for all your revenue centers. Create, track, and adjust recipes and batches with ease, ensuring consistent quality and profitability across your restaurant operations.

Cost Alerts

We provide cost alerts when changes occur, enabling quick reactions to save money. You can set cost limits and receive notifications if costs exceed these limits.

Track Consumption

Get real-time reports on your consumption plus full control of your inventory with the Actual vs Theoretical feature, providing essential insights into discrepancies between recorded and actual usage to effectively minimize wastage.

Requisitions per Outlet

Streamline outlet-level operations with built-in requisition tools:

  • Outlets submit digital stock requests directly to the central stockroom.
  • Track request approval, fulfillment, and delivery timelines in one place.
  • Ensure accountability and audit trails for internal inventory movements.

Outlet-Level Variance Tracking

Enhance control by isolating losses at the source:

  • Get detailed variance reports for each outlet.
  • Quickly identify problem areas (e.g., overpouring, theft, training issues).

Improve accountability with outlet-specific Actual vs Theoretical COGS analysis.

Pricing Structure - Enterprise

Concession WISK account will be created so you can transfer out of central stockroom to a general "concession WISK account"


Pricing Structure - Options

Special Pricing Discount

One-time Onboarding In-Person Setup Fee


Proposed Timeline for Calgary Zoo

1

Week 1: Prep & Planning

  • Finalize scope & agreement
  • Submit outlet details & onboarding form
  • Provide Toast access for POS prep
2

Week 2: On-Site Setup

  • WISK team arrives
  • Walkthroughs & outlet mapping
  • Scan, weigh, & verify bottles
  • Build outlet-specific bottle database
3

Week 3: Integration

  • POS sync with Toast per outlet
  • Stockroom config & transfer setup
4

Week 4: Training

  • Staff training by outlet
  • Invoice and recipe workflows walkthrough
  • Inventory walkthrough
5

Week 5: First Inventory

  • First full WISK inventory
  • Test transfers (stockroom to outlets)
  • Final QA and transition to Customer Success

Next Steps

Review Proposal

Review the WISK proposal to ensure it aligns with the pilot scope, venue needs, and rollout timeline.

Accept Proposal

Complete pilot agreement and set kick-off date.

Schedule Kick-off Call

Schedule a kick-off with your team and begin the onboarding process.

Launch

Go live with the WISK.ai system at your hotel.

Contact Information

Angelo Esposito

CEO, WISK.ai

Website

www.wisk.ai