Inventory and food cost software review

Apicbase

Name: Apicbase
Rating: 5

Back-of-house platform for multi-outlet food service, with recipes, inventory, purchasing and actual vs. theoretical food cost. Every plan is by quote, the Growth plan starts at 5 outlets, and subscriptions are billed annually.

By ApicbaseParent company: Apicbase NVVerified Oct 17, 2026

RTC SCORE

5.0

#11 of 11 with enough data

Not enough verified data yet

We've verified 9 of 12 key facts for this inventory tool. Until we reach 80%, this page shows what we have, with sources, and it isn't a full review.

Our verdict

A deep food cost platform built for restaurant groups and central kitchens. Small independents may not qualify, prices are by quote and the contract locks you in for its full term.

What we like

Recipes, inventory, purchasing and actual vs. theoretical food cost in one platform, with transfers and central kitchen tools for groups.
Connects to Toast, Square, Clover and Lightspeed, among more than 40 POS and online ordering systems.
You can download your data during a grace period after you cancel, and Apicbase keeps it for 60 days.

What to watch

Every plan is by quote, and the Growth plan says it starts from 5 outlets.
Contracts renew automatically, you must give 90 days' notice to stop the renewal, and fees can't be cancelled before the term ends.
Monthly billing costs 15% more, fees are payable in euros and prices can rise every year with a Belgian wage index.
Live chat runs on European hours (weekdays, 9 a.m. to 5 p.m. CET), and QuickBooks is not in its integration list.

How the score breaks down

RTC Score5.0out of 10

Methodology v1.0.0

Data completeness63%

We could verify 63% of the scoring data

Strongest points: Inventory counts, Recipe costing, Actual vs. theoretical food cost
Weakest point: Published pricing

Score by criterion

12-month software cost (reference restaurant)Weight 24%No data
POS integrationsWeight 8%5.7 out of 10
Inventory countsWeight 7%Strongest10.0 out of 10
Recipe costingWeight 7%Strongest10.0 out of 10
Actual vs. theoretical food costWeight 7%Strongest10.0 out of 10
Supplier invoice captureWeight 7%No data
Published pricingWeight 6%Weakest0.0 out of 10
Initial termWeight 6%No data
Sells to a single locationWeight 4%0.0 out of 10
Live support channelsWeight 4%6.0 out of 10
Purchase orders to suppliersWeight 3%10.0 out of 10
Works with more than one POSWeight 3%10.0 out of 10
Accounting integrationsWeight 3%10.0 out of 10
Leaving earlyWeight 3%2.5 out of 10
Notice to avoid renewalWeight 3%0.0 out of 10
Paying suppliers (AP)Weight 2%0.0 out of 10
Setup help includedWeight 2%3.0 out of 10
Bar inventory by weight or pourWeight 1%0.0 out of 10

All the data, with sources

Each value links to its source. "Not published" means the vendor doesn't disclose it; "Unconfirmed" means we looked and couldn't confirm it. Data points we have for fewer than four vendors are left out until we can compare them.

Pricing
Data point	Value
Monthly price (full food cost)	Quote onlyVerified Oct 17, 2026Source: Apicbase (opens in a new tab)Growth, the entry plan, is priced by quote. Apicbase says the fee per location drops as you add locations.
Charged per	LocationVerified Oct 17, 2026Source: Apicbase (opens in a new tab)
Billing options	Monthly or annualVerified Oct 17, 2026Source: Apicbase (opens in a new tab)Annual billing by default; monthly billing costs 15% more. How you are billed does not change the term set in your contract.
Invoice-only plan	N/AVerified Oct 17, 2026Source: Apicbase (opens in a new tab)Apicbase does not sell an invoice-only plan.
Published pricing	Quote onlyVerified Oct 17, 2026Source: Apicbase (opens in a new tab)The three plans (Growth, Professional and Enterprise) only show "Talk to our team".
Setup or onboarding fee	Not publishedVerified Oct 17, 2026Source: Apicbase (opens in a new tab)Onboarding packs (Basic, Pro, Advanced) are published without prices; the Terms & Conditions charge Customer Success and Professional Services fees as set in the quote.
POS connection fee	Not publishedVerified Oct 17, 2026Source: Apicbase (opens in a new tab)The plan table lists the ePOS integration, and an "Additional ePOS Integration" as an extra, without prices.
Other charges	Monthly billing adds 15% to the subscription. Add-ons (HACCP and tasks, internal ordering, production planning, traceability, API, menu planning, carbon footprint) are priced by quote. Fees are payable in euros, per the Terms & Conditions.Verified Oct 17, 2026Source: Apicbase (opens in a new tab)

What it does
Data point	Value
Main job	Inventory and recipesVerified Oct 17, 2026Source: Apicbase (opens in a new tab)Recipes and menu engineering, inventory, purchasing and sales analytics, with add-ons for central production, HACCP and traceability.
Inventory counts	IncludedVerified Oct 17, 2026Source: Apicbase (opens in a new tab)Included in Growth: counts, waste tracking, barcode counting, automatic stock depletion and transfers.
Recipe costing	IncludedVerified Oct 17, 2026Source: Apicbase (opens in a new tab)Growth includes up to 1,000 recipes and 5,000 ingredients; Professional doubles both.
Actual vs. theoretical food cost	IncludedVerified Oct 17, 2026Source: Apicbase (opens in a new tab)
Supplier invoice capture	UnconfirmedVerified Oct 17, 2026Source: Apicbase (opens in a new tab)Apicbase documents invoice scanning and matching, but the plan table does not say which plan includes it or whether there is a monthly cap.
Paying suppliers (AP)	Not offeredVerified Oct 17, 2026Source: Apicbase (opens in a new tab)Apicbase checks invoices and passes them to finance and accounting systems; its pricing and product pages describe no supplier payments.
Purchase orders to suppliers	IncludedVerified Oct 17, 2026Source: Apicbase (opens in a new tab)
Bar inventory by weight or pour	NoVerified Oct 17, 2026Source: Apicbase (opens in a new tab)We looked on its pricing, inventory and help pages: counting is by barcode, voice or quantity, with no bottle weighing or measured pours documented.

POS and accounting
Data point	Value
Works with	Several POS systemsVerified Oct 17, 2026Source: Apicbase (opens in a new tab)
POS integrations	Toast, Square, Clover, Lightspeed, OthersVerified Oct 17, 2026Source: Apicbase (opens in a new tab)Its POS directory lists Toast (North America), Square, Clover and Lightspeed, plus NCR Aloha, Oracle Micros Simphony, Revel and many European systems. Shift4 POS, SpotOn and Heartland are not listed.
Accounting integrations	Xero, NetSuite, OthersVerified Oct 17, 2026Source: Apicbase (opens in a new tab)Financial integrations listed: Xero, NetSuite, SAP, Microsoft Dynamics 365, Odoo, Exact and AFAS. QuickBooks is not listed.

Size and users
Data point	Value
Minimum locations	5Verified Oct 17, 2026Source: Apicbase (opens in a new tab)The Growth plan says it starts from 5 outlets, but the FAQ on the same page says the listed pricing is for the start with 1 location, and the onboarding page offers a single-outlet bundle. Ask Apicbase whether it sells to one restaurant.
Users on the plan	A set numberVerified Oct 17, 2026Source: Apicbase (opens in a new tab)Growth: 5 library users and 3 users per location. Professional: 10 and 5.

Contract and exit
Data point	Value
Initial term	Quote onlyVerified Oct 17, 2026Source: Apicbase (opens in a new tab)The term is set in each contract; subscriptions are billed annually.
Automatic renewal	Quote onlyVerified Oct 17, 2026Source: Apicbase (opens in a new tab)Contracts renew automatically; the renewal length is set in each contract.
Notice to avoid renewal	90 daysVerified Oct 17, 2026Source: Apicbase (opens in a new tab)
Leaving early	Fees left in the termVerified Oct 17, 2026Source: Apicbase (opens in a new tab)Fees are non-cancellable and non-refundable, and the subscription runs to the end of its term even if you give notice.
Early termination clause	You can't end a subscription early: fees are non-cancellable and non-refundable, and a subscription runs until the end of its term. To stop the renewal you give 90 days' written notice before the term ends (Terms & Conditions, sections 13, 17 and 18).Verified Oct 17, 2026Source: Apicbase (opens in a new tab)
Right to raise prices	Apicbase may revise prices once a year, at the start of the first quarter, using the Agoria DIGITAL wage index (80% of the price follows the index), per section 13.3 of the Terms & Conditions.Verified Oct 17, 2026Source: Apicbase (opens in a new tab)
Your data when you leave	You can download them yourselfVerified Oct 17, 2026Source: Apicbase (opens in a new tab)The Terms & Conditions say Apicbase keeps your data for 60 days after the contract ends.

Setup and support
Data point	Value
Setup help included	Paid separatelyVerified Oct 17, 2026Source: Apicbase (opens in a new tab)Onboarding packs go from Basic (do it yourself, single outlet) to Pro and Advanced with a dedicated success manager; their prices are not published.
Live support channels	Chat, Email or ticketsVerified Oct 17, 2026Source: Apicbase (opens in a new tab)In-app chat and tickets for everyone; phone support only in the Pro and Advanced onboarding packs, during onboarding.
Live support hours a week	40Verified Oct 17, 2026Source: Apicbase (opens in a new tab)Weekdays, 9 a.m. to 5 p.m. Central European Time, which is 3 a.m. to 11 a.m. Eastern time.

Language
Data point	Value
App or dashboard in Spanish	Documented in SpanishVerified Oct 17, 2026Source: Apicbase Help Center (opens in a new tab)Español is one of the interface languages you can pick in your profile; recipes and ingredients can also carry translations.
Help center in Spanish	NoVerified Oct 17, 2026Source: Apicbase Help Center (opens in a new tab)The help center is offered in English, German and Dutch.
Support in Spanish	Not publishedVerified Oct 17, 2026Source: Apicbase (opens in a new tab)Its contact and onboarding pages do not mention support in Spanish.
Website in Spanish for the US	NoVerified Oct 17, 2026Source: Apicbase (opens in a new tab)The website is offered in English, Dutch, French and German.

More about Apicbase

How we score