Product
Built in the order a shift happens.
Cash-outs first, then the day's sales, then the safe, tips and payouts. Everything lands in one ledger and comes out as a balanced report the next morning.
Cash-outs
Crew cash out on their phone, in whole dollars.
A server opens BlackFox on their phone, enters their numbers and is done in under two minutes. BlackFox works out what they owe or are owed and keeps the record forever.
- Even-dollar cash. Every cash drop and payout is rounded to the whole dollar and the cents carry forward on the crew member's account. Nobody counts change at the safe, ever.
- Delivery services, reconciled. Skip The Dishes, Uber Eats, DoorDash and take-out have no server. The manager records them as a cash-out of their own that must balance.
- Team cash-outs. Several crew on one cash-out with a proportional split the manager can adjust.
- A history you can stand behind. Every cash-out and every change to it is kept. Crew get a receipt by email, and managers can walk back through a dispute line by line.
Daily Sales
Close the day in about fifteen minutes.
The manager enters the day's totals from the POS, BlackFox matches them against every cash-out and the safe, and the difference is resolved on the spot.
- Sales, payments, tips and cash expenses on one screen, with the over or under shown as you go.
- Shortages are assigned to a crew member and collected automatically, not written off.
- When the day balances, the report goes to the bookkeeper without anyone having to send it.
The Safe
Every cash movement on site, in one log.
BlackFox models your physical safe: the float, the deposit box, any other cash box you keep. Every movement is a balanced transaction with a running total.
- Bank deposits and withdrawals, other income, cash expenses, transfers between boxes, and cash payouts to crew and tip pools all land in the same log.
- Denomination counts, with any over or under resolved on the spot or assigned to a crew member.
- In-house cash and the total owed to crew are always visible. Nothing is ever deleted, only reversed.
Tips
Tips split by the rules you set, from the hours people worked.
Pooled or direct tip jars, tip-out rates by role, and distribution strategies that run off real timesheet hours. Preview every share before you commit, and undo if something is wrong.
- Seven distribution strategies, which you can stack: equitable, ranked, allocated, allocated and ranked, fixed daily, shared amount, and wage.
- Tip-out rules per role on total receipts, food, beverage or product sales.
- Share Tips lets crew tip each other out without cash changing hands.
- Shares add up to the cent, and every crew member can see their own history.
Paying Crew
Three ways to pay, one running balance.
Every cash-out, tip share and payout posts to the crew member's own account, so what the restaurant owes each person is always current. Pay it out whichever way suits you.
Cash
Pay from the float in whole dollars. The balance carries forward and the safe log records it.
Cashless
Record the payout in BlackFox and settle it your own way, for example on the paycheque. Crew get a "you've been paid" email.
Digital
Send Interac e-Transfers in batches straight from BlackFox, out of a wallet you fund from the restaurant's bank account.
- Crew need only an email or verified mobile number. No bank details are collected.
- Auto-deposit typically lands in about 30 minutes.
- Status tracked automatically, failed payouts retried, full history with CSV export.
Digital payouts are a priced add-on. See pricing.
Teams and Timesheets
Roles drive the tips. Hours drive the shares.
Split crew into teams with distinct roles. The role sets the tip-out rate and the distribution rules; the timesheet supplies the hours.
- Hours by crew, role, team and day, with weekly totals.
- Team managers edit their own team's hours only.
- Onboard a whole team from a CSV: names, emails, teams and managers in one import.
Bookkeeping and Exports
A balanced package in the inbox every morning.
Once the day is reconciled, a PDF report package goes to the bookkeeper automatically. If a cash expense changes after it has gone out, a revised package follows, so nobody works from stale numbers.
- Sage and QuickBooks export packages.
- A cash log across every box, a chart of accounts for the whole company, and the ability to lock an accounting period.
- Attach invoice back-up to expenses. Double-entry accounting underneath everything.
COGS and Forecasting
Know what you can spend this week.
Weekly cost-of-goods budgets come from your targets and a rolling sales forecast, so purchasing decisions are made against real numbers.
- Budget, spent, remaining, target and actual per category.
- A 28-day rolling forecast against last year, with an adjustable growth rate and sales mix.
- Expenses by invoice or cash with line items, attachments, and Canadian tax classes (GST, HST, PST and QST).
Multi-site and Security
One login for every site. Your own database for every client.
Head-office roles apply across all your sites. Site roles stay at the site. Each client's data lives in its own database with its own credentials.
- A company dashboard with combined sales and a list of every site.
- Seven security roles. Managers can only grant roles below their own, within their own teams, and every change is in the audit log.
- Invitation-only accounts with email and mobile verification. Daily backups.
- In-app training guides, videos and release notes for every role, plus a help form that turns into a support ticket.
Watch it work
Three short walkthroughs.
Want to see a sample bookkeeper report? Ask for one when you book a demo.
See it on your own numbers.
A demo takes about half an hour. Bring a real cash-out and we will walk it through BlackFox end to end.