Knowledge Base
Data Export & Scheduled Reports — Restaurant Operations ReportingStep-by-step guide
How to export restaurant operations data and set up scheduled food cost, COGS, and inventory reports for recurring review.
When to use this guide
Use this guide when your team needs to share data outside Vellin or automate recurring report delivery.
- You want to export purchasing or inventory data for external review.
- You need scheduled reports delivered to stakeholders on a fixed cadence.
- You are preparing period-end summaries for finance or ownership.
Before you start
Decide what data needs to leave Vellin and who receives it.
- Operations manager: defines which reports are exported and how often.
- Finance lead: specifies data format and delivery timing for period reviews.
- Location managers: confirm their location data is clean before scheduled exports.
Step-by-step workflow
Start with manual exports, then automate with scheduled delivery.
- Choose the report you need and apply the correct date range and location filters.
- Export the report and verify the output matches your expected data scope.
- Share the export file with stakeholders and confirm it meets their format needs.
- Set up a scheduled report for recurring deliveries like weekly COGS or monthly summaries.
- Confirm recipients and delivery timing for each scheduled report.
- Review scheduled report accuracy after the first delivery and adjust filters if needed.
What good looks like
Stakeholders receive accurate reports on schedule without manual preparation.
- Period-end data is ready for finance without last-minute scrambling.
- Scheduled reports arrive on time with consistent scope and formatting.
- Teams spend time analyzing data instead of preparing and sending files.
Common mistakes and fixes
Export value drops when scope is inconsistent or delivery is unreliable.
- Mistake: exporting with wrong date ranges. Fix: double-check filters before every export.
- Mistake: scheduling reports before confirming recipient needs. Fix: validate format and scope with stakeholders first.
- Mistake: never auditing scheduled reports. Fix: review all active schedules quarterly and remove stale ones.
Related guides
Keep going with adjacent workflows your team usually sets up next.
Food Cost Reporting and Restaurant Analytics
How restaurant operators can calculate food cost percentage, track COGS, run actual vs theoretical reports, and use analytics to control food cost.
Open guideFood Cost Variance and Price History Analysis
How to track supplier price changes over time and use food cost variance analysis to protect restaurant margins.
Open guideRestaurant Invoice Scanning and Document Processing
How to handle restaurant invoice scanning, AI automated invoice processing, and cost data import so your restaurant cost breakdown stays accurate.
Open guide