Takeaway, pizza & delivery
Between the doorbell and the cold chain, the process decides.
Between the order coming in and the handover at the door lies the real work: bundling orders from every channel, informing the kitchen, packing correctly in the thermal box, assigning driver and route, cleaning the box on return and preparing it for the next run, adjusting along the way when an order is cancelled or a driver drops out. Every shift hands this state over to the next. Set down as a clear process, the order arrives just as hot at 10 pm as at 6 pm, no matter who is in the kitchen or on the bike.
The same standards, from the family business to the multi-brand cloud kitchen.
Every device has its own tasks
Thermal boxes, cool boxes, packing station, label printer and kitchen equipment are not a single "prepare dispatch" item on a list. Every device has its own tasks, split by dispatch and return: check the thermal box is up to temperature before setting off, check the inside temperature of the cool box, clean the box after returning and leave it to dry, check the packing station has all its materials.
Businesses name their devices by type rather than by a generic name. When several vehicles head out at once, "Thermal box e-bike 1" makes it immediately clear which one is meant, and the cleaning instructions match the exact device rather than a category.
Every task can be linked to devices from the catalogue. From the moment it is linked, the system automatically provides the matching operating manual: it is attached to the device and its text is searchable. The AI assistant answers questions from it, without anyone having to hunt for the manual.
Multilingual is the norm here
Tasks are created and evaluated in the business language, German or English. Every staff member sees them in their own language: German, English, Spanish, Serbian, Russian, Turkish, French or Vietnamese. Kitchen staff, drivers and dispatchers in this industry rarely come from a single country — that is not a special case but everyday life.
The language follows the person, not the location. Anyone who prefers to read in their own language gets the tasks that way, while setup and reporting stay in the business language for management.
Packaging is a production step
In delivery, half the product goes out of the door. Accordingly, pizza boxes, delivery platform bags, thermal boxes and to-go containers have tasks of their own — including preparing sauces and dips in precisely measured portions.
Then there are the systems around it: reusables inventory, ordering in the merchandise system, digitising delivery notes. gastrotodo does not replace those systems — it makes sure the steps inside them reliably happen.
Product quality is logged like hygiene
Alongside the cleaning tasks run checkpoints on the product: measure the core temperature when packing, document the cold chain at dispatch and on return, check packaging is sealed and clean, compare delivery time against the target window, record complaints and returns. Plus the task of preparing the thermal boxes for the next run at the end of the shift, so the first order the next day does not arrive cold.
So the record here is not only about the authorities. A delivery service documents whether the order arrives hot and complete — because that is exactly why the guest orders again.
„A really good tool for clean record-keeping with a control function. Tasks can be displayed at different intervals, and up-to-date summaries arrive directly in the app and by email — as operations management you have everything in view.“
Melina, Operations manager · Pottsalat Mainz
What delivery operators want to know first
We deliver through several platforms (Lieferando, Wolt, our own app). Does that fit in one system?
Yes. The ordering channel makes no difference to the processes in the kitchen and at dispatch — packing, cold chain and handover stay the same tasks, wherever the order comes from.
How do we document the cold chain during the delivery run?
As a task with a temperature entry and timestamp at dispatch and when the driver returns. It lands in the HACCP documentation with person and time.
Our drivers are hardly ever on site. How are they supposed to work through their tasks?
Through the app on their own phone, on the road. They do not need to be on site for that, and key steps such as cleaning the box after returning are still recorded.
Drivers and temps change constantly here. Is onboarding them worth it?
That is exactly when structure pays off: new drivers and kitchen staff find their way around straight away using the task list, without anyone having to put extra time into onboarding. Onboarding runs on the same task lists that are used day to day.
Ready to structure your business?
Start with gastrotodo — try free for 7 days, then carry on with the plan that fits your business.