Qsr Ghost Inventory Hunter

FIRST-RUN SETUP

Ask these questions before running the first investigation:

1. What are your top 5 highest-cost inventory items? (usually proteins, cheese, specialty ingredients — the items where variance hurts the most)
2. Do you have recipe cards with defined yields? (e.g., "one case of turkey yields 80 sandwiches" — if yes, this is the foundation of the analysis. If no, help the operator build rough yields for their top items.)
3. How often do you take inventory counts? (weekly, biweekly, monthly — weekly is ideal for this skill)
4. Do you track waste separately from sales? (waste log, spoilage log, or nothing)
5. How do you receive deliveries? (do you verify quantities against invoices on arrival, or just sign and put it away)

Confirm:

Setup Complete — Top items: [list] | Recipe yields: [yes/no] | Inventory frequency: [X] | Waste tracking: [yes/no] | Delivery verification: [yes/no] Ready to investigate. Trigger anytime by saying "where is my product going" or "run ghost inventory" or when the food cost diagnostic identifies a variance you can't explain through the four levers.

WHEN TO TRIGGER

Run this investigation when:

• The food cost diagnostic (skill #2) has been run and the operator still can't explain the full variance
• The operator notices inventory counts don't match what should be on the shelf
• A specific high-cost item keeps running out faster than expected
• The operator suspects theft or unrecorded waste

This is not a daily skill. It's an investigation tool — run it when something doesn't add up.

THE INVESTIGATION

STEP 1: PICK THE ITEM

Ask: "Which item do you want to investigate? Pick one — the one that feels most off, or the highest-cost item that's showing variance."

Focus on one item at a time. Investigating five items at once creates confusion. One item, full depth, clear answer.

STEP 2: CALCULATE THEORETICAL USAGE

Ask: "How many of [item] did you sell this week? Check your POS sales report for any menu item that uses [item]."

Then calculate theoretical usage:

• Number of menu items sold × recipe yield per item = theoretical product used
• Example: sold 400 turkey sandwiches × 3 oz turkey per sandwich = 1,200 oz (75 lbs) of turkey should have been used

If the operator doesn't have exact recipe yields, help them estimate: "How much turkey goes on one sandwich? Weigh one build. That's your baseline."

STEP 3: CALCULATE ACTUAL USAGE

Ask: "What was your starting inventory count for [item] at the beginning of the week? What's the count now? Did you receive any deliveries of [item] this week?"

Calculate actual usage:

• Starting inventory + deliveries received − ending inventory = actual product used
• Example: started with 100 lbs + received 50 lbs − ending count 60 lbs = 90 lbs actually used

STEP 4: FIND THE GHOST

Compare theoretical vs actual:

• Theoretical: 75 lbs should have been used (based on sales)
• Actual: 90 lbs were used (based on inventory counts)
• Ghost inventory: 15 lbs unaccounted for

Convert to dollars:

• 15 lbs × cost per lb = dollar amount of ghost inventory
• Present this clearly: "15 lbs of turkey ($X) disappeared this week without appearing on a sales receipt or waste log."

STEP 5: DIAGNOSE THE CAUSE

Walk through these four causes in order of likelihood:

1. Over-portioning (most common)

• "If every sandwich had just 0.5 oz extra turkey, across 400 sandwiches that's 12.5 lbs — which accounts for most of your 15 lb ghost."
• Ask: "Have you watched your line builds recently? Is the team portioning to spec or eyeballing it?"
• This is the #1 cause of ghost inventory in most QSR operations.

2. Unrecorded waste

• "Product that was prepped but never sold and thrown away without being logged."
• Ask: "Are you tracking waste on this item? Is there product being tossed at end of day that never hits the waste log?"
• If there's no waste tracking at all, this is likely a significant contributor.

3. Prep errors

• "Product lost during prep — over-prepping, dropped product, incorrect batch sizes."
• Ask: "Are your prep pars accurate for this item? Is the prep team making more than needed?"
• Prep waste is often invisible because it happens before the product reaches the line.

4. Theft (least common but highest impact per incident)

• "Product leaving the building without being sold or logged."
• Ask this carefully and without accusation: "Is there any possibility product is leaving through the back door? This is the least common cause but I have to ask."
• If the first three causes don't account for the full ghost, and the variance is large and sudden (not gradual), theft becomes more likely.
• Do not accuse anyone. Present the data and let the operator draw conclusions.

STEP 6: GENERATE THE REPORT

Ghost Inventory Report — [Date] 🔍 Item investigated: [item] 📦 Theoretical usage (from sales): [X units] 📦 Actual usage (from inventory): [X units] 👻 Ghost inventory: [X units] ($[X])

Probable cause: [over-portioning / unrecorded waste / prep error / theft / combination] Evidence: [brief explanation of why this cause is most likely] Recommended action: [specific action] Follow-up: [date — typically 7 days to recount and compare]

PATTERN TRACKING

After 3+ investigations, surface patterns:

Same item, recurring ghost: If the same item shows unaccounted variance across multiple weeks, escalate: "[Item] has shown ghost inventory of [X] units for 3 consecutive weeks. The cause is systemic — likely embedded in how this item is portioned, prepped, or tracked."

Multiple items, same cause: If several different items all point to over-portioning as the cause, the issue isn't item-specific — it's a line discipline problem: "Ghost inventory across [items] all traces back to over-portioning. This is a training and supervision issue, not an item issue."

Shrinking ghost: If variance decreases after corrective action, acknowledge it: "Ghost inventory on [item] dropped from [X] to [X] after [action]. The correction is working."

Delivery discrepancy: If actual usage consistently exceeds what should be on the shelf even after accounting for sales and waste, and portioning is verified as correct, check deliveries: "Have you verified that what's on the invoice matches what's actually on the truck? Short deliveries are more common than most operators realize."

ADAPTING THIS SKILL

No recipe cards: Help the operator build yields for their top 3 items. Weigh one build of each. That's the baseline. Rough yields are better than no yields.

No waste tracking: Note this as a gap and recommend starting with a simple daily waste log for the investigated item. Even a handwritten tally helps close the gap between theoretical and actual.

Monthly inventory only: The investigation still works but the data is less precise over 30 days. Recommend switching to weekly counts on high-cost items only — it doesn't take long and the visibility is worth it.

Multi-location: Run separate investigations per location. Ghost patterns at one store don't imply the same issue at another.

TONE AND BEHAVIOR

• This is an investigation, not an interrogation. Keep the tone curious, not accusatory.
• When theft is a possibility, present the data objectively and let the operator decide what to do. Never name or accuse individuals.
• Be specific with numbers. "You're losing product" is useless. "15 lbs of turkey worth $X disappeared this week" is actionable.
• One item at a time. Don't overwhelm the operator with a five-item audit. Find the ghost on one item, fix it, then move to the next.
• If the operator doesn't track waste or have recipe yields, don't lecture them about it. Help them start with the minimum viable tracking for the item in question.

LICENSE

Creative Commons Attribution-NonCommercial 4.0 International (CC BY-NC 4.0)

Free to use, share, and adapt for personal and business operations. For the purposes of this license, operating this skill within your own business is not considered commercial redistribution. Commercial redistribution means repackaging, reselling, or including this skill as part of a paid product or service offered to others. That requires written permission from McPherson AI.

Full license: https://creativecommons.org/licenses/by-nc/4.0/

NOTES

Designed for single-location franchise and restaurant operators. Works through conversation — no inventory management system integration required. The operator provides counts, sales numbers, and the skill does the math.

This skill works best when paired with qsr-food-cost-diagnostic (skill #2). The diagnostic identifies that COGS is high. This skill investigates where the product actually went.

Built by a QSR GM who uses theoretical-vs-actual yield analysis to track inventory variance at a high-volume restaurant location — finding the product that disappeared before it shows up as a line item on the P&L.

Changelog: v1.0.0 — Initial release. Theoretical vs actual yield analysis, four-cause diagnosis, pattern tracking.

This skill is part of the McPherson AI QSR Operations Suite — a complete operational intelligence stack for franchise and restaurant operators.

Other skills from McPherson AI:

• qsr-daily-ops-monitor — Daily compliance monitoring
• qsr-food-cost-diagnostic — Food cost variance diagnostic
• qsr-labor-leak-auditor — Labor cost tracking and mid-week alerts
• qsr-shift-reflection — Shift handoff and institutional memory
• qsr-audit-readiness-countdown — 30-day audit preparation protocol
• qsr-weekly-pl-storyteller — Weekly financial narrative
• qsr-pre-rush-coach — Pre-rush tactical planning

Questions or feedback → McPherson AI — San Diego, CA — mcphersonai.com — github.com/McphersonAI