Xhef.io: Redefining Kitchen Operations Through AI and Real-Time Inventory Intelligence

In every kitchen I’ve worked in — from high-end clubs to event catering setups — I’ve seen the same pain points over and over: prep lists on clipboards, sticky-note par sheets, disorganized inventory, forgotten spoilage, waste, missed orders, and that one guy who always forgets to check the walk-in before ordering more arugula.

I built Xhef.io to solve all of that.

Xhef.io isn’t just another restaurant tech tool — it’s a smarter, AI-driven kitchen assistant that helps chefs, managers, and owners actually know what they have, what they need, and how to run their kitchen more efficiently, profitably, and sustainably.

This article breaks down the logic, current state, future vision, and real-world insights we’ve gained building and testing Xhef from the ground up.

🚧 The Problem We’re Solving

Restaurant kitchens run on chaos. Even with the best staff, things fall through the cracks — especially when it comes to:

• Inventory tracking: Paper-based systems or half-used spreadsheets that don’t update in real-time

• Prep and waste management: No clear link between what’s prepped and what’s wasted or sold

• Vendor ordering: Multiple suppliers, multiple systems, multiple headaches

• Forecasting: Guest count guessing games, especially during events or seasonal swings

• Communication: Prep lists and par levels rarely reflect what’s actually on hand

💡 The Core Logic Behind Xhef.io

At its heart, Xhef.io is a dynamic, real-time kitchen intelligence system that connects inventory, prep, recipes, events, and vendor ordering into a unified workflow. Here’s how it works:

1. Inventory Management

Every item is categorized (produce, protein, dry goods, etc.), assigned units (lbs, oz, cases), and connected to vendors. Items are entered with:

• Par levels

• Quantity on hand

• Spoilage dates

• Purchase price and vendor details

Items are updated in real time as they’re received, prepped, or used.

2. Prep Items

Think of this as mise en place 2.0. Prep items (like diced onions, vinaigrettes, or cooked grains) are created from existing inventory and tracked like mini-recipes. Every time a prep item is made:

• Xhef deducts the raw ingredients from inventory

• Adds the finished product to the “prep shelf”

• Sets a spoilage timer

This gives the team visibility into what’s prepped, how much is left, and when it will expire.

3. Recipe Integration

Recipes are built using both raw inventory and prep items. When a recipe is executed (for a dish or an event):

• Prep items are deducted

• Raw ingredients flow down the chain and get updated automatically

This cascading logic keeps every part of the kitchen in sync — from raw product to plated food.

4. Event & Service Forecasting

Chefs can enter upcoming events with guest counts and selected menu items. Xhef:

• Projects how much needs to be prepped

• Generates a real-time prep list

• Adjusts inventory needs before it's too late

5. AI-Powered Suggestions

The built-in Chef Assistant, powered by OpenAI, analyzes inventory, spoilage risk, and upcoming events to suggest:

• What to prep next

• What needs to be used before it expires

• What to order (and when)

This creates a loop of continuous awareness that supports better planning, less waste, and more profitability.

⚙️ Current Status: Where We're At

As of now, Xhef.io is fully functional as a working prototype, with the following features built and live in our development environment:

• ✅ Supabase backend with tables for categories, vendors, inventory, prep items, and recipes

• ✅ Real-time inventory updates

• ✅ Edge function that connects to OpenAI to generate prep suggestions

• ✅ Login and user authentication

• ✅ Responsive frontend UI built with Vite + React (undergoing a Horizons-inspired redesign)

• ✅ Utility station dashboard for chefs to view inventory, prep lists, and upcoming needs

We’re currently using test data and experimenting daily — testing features, improving UI, fixing bugs, and optimizing logic. It’s live enough for internal use, not yet public-facing.

🔮 The Vision: Where We Want to Go

Here’s where we’re taking Xhef:

• Multi-location support — so groups or franchises can manage kitchens from a single dashboard

• Mobile-first version — for line cooks and prep staff to update from the walk-in or the line

• AI recipe scanning — upload a picture or PDF of a recipe and auto-convert it into the system

• Vendor integration — connect directly with Sysco, US Foods, or local suppliers for price comparisons and smart ordering

• Prep list sharing — print, export, or live-sync lists to screens in real time

• Waste tracking — log waste and spoilage to understand cost leaks

• Pricing intelligence — automatically update plate costs and profit margins when ingredient prices change

• Home Chef version — lightweight version for meal planning, grocery tracking, and recipe organizing

🧪 What We've Learned So Far

Through this build, a few truths have become clear:

1. Chefs are visual — The UI needs to feel like a kitchen tool, not a spreadsheet

2. Real-time updates are everything — Paper systems can’t keep up with the pace of the kitchen

3. AI can help, but it can’t replace intuition — Our assistant offers suggestions, not commands

4. Chefs love control — So we’re keeping customization at the core (unit types, spoilage rules, categories, etc.)

Building this has been an incredibly rewarding challenge. Every new feature we add solves a real-world problem I’ve dealt with firsthand — and it’s exciting to finally turn those frustrations into functional tools.

🛠️ The Road to Launch: How We’re Getting There

1. Refine internally — I’ll continue testing in my own kitchen to make sure everything flows naturally.

2. Share with chef friends — A small group of culinary pros will get access to play with it, break it, and offer feedback.

3. Polish UI and UX — Inspired by the Horizons design system we’ve been working on, we’ll refine the layout and functionality to be as clean and intuitive as possible.

4. Launch a private beta — Invite-only testing round for real kitchens to use the app in live environments.

5. Go to market — With tiered pricing for personal use, small kitchens, large kitchens, and enterprise operations.

✨ Why Xhef.io Is a Game Changer

There are plenty of restaurant tech tools. Most of them are either:

• Too complicated

• Too expensive

• Not built for how kitchens actually operate

Xhef is different. It’s chef-built, chef-tested, and powered by real insights. It gives chefs what they actually need: clarity, control, and confidence.

It’s not about replacing people. It’s about making the whole kitchen smarter.

Want to Be Part of the Test Crew?

If you’re a chef, GM, or kitchen lead who’s sick of the clipboard life and wants to help shape the future of kitchen tech, hit me up. I’m putting together a tight group of early testers who’ll help refine this thing and get first access when we launch.

Let’s build the future of the kitchen — one smart prep list at a time.