Case Study · Hospitality 10 weeks Perth, WA

Multi-Venue Dashboard for a Restaurant Group

Unified operational dashboard pulling live data from POS, rostering and accounting across 4 venues. Real-time revenue, labour cost and inventory visibility.

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Client Context

Multi-venue restaurant and bar group

A hospitality group running 4 venues across Perth: two restaurants, a bar and a café. Each venue used Lightspeed POS, Deputy for rostering, and Xero for accounting. But nothing was connected.

The operations manager spent Monday mornings pulling data from each system, building spreadsheets, and trying to compare venue performance. By the time the weekly report was done, the numbers were already out of date.

The Challenge

What needed to change

Four venues, three systems each, zero integration. POS data, rostering data and accounting data lived in separate platforms. Comparing revenue against labour cost against food cost required manual extraction from each system for each venue.

No real-time visibility. The owner could not see how today was tracking across venues without calling each venue manager. Revenue, covers, labour cost percentage, all available after the fact, never in the moment.

Manual reporting was eating management time. 8+ hours per week spent building weekly performance reports by hand. The ops manager was a data entry clerk instead of managing operations.

The Solution

What we built

A unified dashboard pulling live data from Lightspeed, Deputy and Xero across all 4 venues: real-time revenue, labour cost, inventory and comparative performance.

POS Integration

Live connection to Lightspeed POS across all venues. Revenue, covers, average spend, product mix and hourly sales patterns, all in real time.

Rostering Integration

Deputy data feeds into the dashboard: scheduled hours, actual hours, labour cost by venue. Real-time labour cost percentage against current revenue.

Accounting Sync

Xero integration pulls P&L data, reconciled figures and cost of goods. Automated weekly P&L comparison across venues.

Comparative Dashboard

Side-by-side venue comparison on every metric. Drill down from group-level to venue to day to shift. Trend lines and variance alerts built in.

Built with:
ReactTypeScriptNode.jsPostgreSQLLightspeed APIDeputy APIXero APIAWS
In Practice

How it works

1

POS rings up a sale

Transaction data flows from Lightspeed to the dashboard in near real-time. Revenue, covers and product data update continuously throughout the day.

2

Roster data syncs

Deputy sends scheduled and clocked hours to the dashboard. Labour cost percentage calculates automatically against current revenue.

3

Dashboard shows current state

The owner or ops manager opens the dashboard and sees all 4 venues: current revenue, labour cost %, covers, average spend. No spreadsheets, no phone calls.

4

Alerts flag exceptions

Labour cost percentage exceeding target for a venue? Revenue significantly below the same day last week? The system flags it for attention.

5

Weekly report auto-generates

End-of-week performance report compiles automatically with Xero-reconciled figures. Sent by email every Monday morning. Zero manual effort.

Results

Measurable outcomes

4 Venues connected to a single view
70% Reduction in weekly reporting time
Live Real-time revenue and labour visibility
8 hrs/week Saved on manual report building
3% Improvement in group labour cost %
15 min Max delay on data (was 7 days)

I used to spend Monday mornings in spreadsheets. Now I check the dashboard on my phone before I have finished my coffee. I can see which venue needs attention right now, not last week.

Owner Restaurant Group
Delivery

How we delivered it

1

Discovery & API Mapping

1 week

Audited all three platforms across all four venues. Mapped data availability, API capabilities and refresh rates. Defined the key metrics the owner wanted on the dashboard.

2

Integration Build

4 weeks

Built connectors for Lightspeed, Deputy and Xero. Handled the data normalisation: different venues had slightly different POS configurations and roster structures.

3

Dashboard Build

3 weeks

Built the dashboard with group, venue and drill-down views. Implemented real-time updates, trend comparisons, and configurable alert thresholds.

4

Testing & Launch

2 weeks

Validated data against manual reports for 2 weeks. Trained the owner, ops manager and venue managers. Launched across all 4 venues simultaneously.

Meet the person

The person behind the work

Your project, handled by the founder from start to end.

HELLO PEOPLE designs, builds and looks after AI, software, app and data solutions for Australian businesses, with senior expertise on every project and a scope agreed before work starts. For software, that means starting with how your business runs, not with the code.

Since 2007, HELLO PEOPLE has delivered more than 100 projects from Perth for small and medium businesses across Australia: custom software and apps, system integrations, data migrations, reporting and dashboards, and AI that works inside the systems a business already runs.

I lead every engagement myself. I trained in accounting before moving into IT, hold accounting and IT professional qualifications and an MBA, and bring more than 20 years of experience across sales, service delivery, inventory and compliance. I am also a PhD candidate in AI at Curtin University, researching retrieval-augmented generation (RAG), so the technology is always judged by what it does for the business.

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  • A long-term partner

    The first release is the start, not the end. When you need the next system, integration or report, you call the same person, who already knows your business.

Similar Project?

Want something similar for your business?

Tell us about your industry, your workflows, and what you want to achieve. We will scope it, quote it fixed-price, and build it.

Tell us what you want to fix

What industry are you in? What systems do you use? What is the biggest operational problem you want solved? We will come back with a plan and fixed-price quote.

Prefer a quick chat? Call 0425 531 127. We answer the phone in Perth.