Bakery software - production, inventory, invoices
Software for running a bakery with wholesale: regular customers, price lists, morning deliveries, recipes, production, HACCP and KSeF FA(3) invoices in one app. From the pastry chefs behind PyziPyzi.
- Standing orders for shops and cafes, created every night (Mistrzowski plan)
- Customer price lists, delivery routes and delivery notes (Profesjonalny plan)
- Digital HACCP and allergens from recipes - no more paperwork
- Built-in invoices for KSeF, Poland's e-invoicing system - no separate invoicing tool
- Employee roles and permissions in every plan
20 days free, no credit card. Built by the pastry chefs behind PyziPyzi (8 years in business).
Bakery software for a bakery that lives on deliveries
A bakery runs to a different rhythm than a pastry shop. Most bread and rolls don't wait for an individual customer - they go out in the morning to shops, schools, cafes and hotels. The same addresses, almost the same quantities, every day or on chosen days of the week. That is why bakery software must first of all handle your regular customers, their prices and the morning route, and only then individual orders.
BakePilot was created at the PyziPyzi pastry shop, which has also sold wholesale for years, so these features are not an add-on for show. Below we describe what a bakery gets and on which plan.
Standing orders instead of retyping every evening
A shop takes 40 rolls and 12 loaves from Monday to Saturday, plus sweet buns on Wednesdays? You save it once as a standing order. Every night the system creates orders from the templates two days in advance, and when the shop calls with a change, you correct just that one day (Mistrzowski (Master) plan). If deliveries change from week to week, the "Copy day" button moves all orders from a chosen day to another, together with items, addresses and delivery times (from the Profesjonalny (Professional) plan).
Price lists for wholesale customers
Shops pay differently from schools, and a regular customer gets a discount. In BakePilot you create any number of price lists, net or gross, with prices effective from a given date, and assign them to customers. Orders, standing orders and orders received through the API take prices from the customer's price list automatically. On top of that there are customer discounts per product group or per product (from the Profesjonalny plan). On the Mistrzowski plan you can change a whole price list by a percentage from a chosen date and set time-limited promotions. We describe it step by step in the article price lists for wholesale customers.
Deliveries, delivery notes and crates
- Delivery sheet - all deliveries on a chosen day or week, with addresses and times (from the Profesjonalny plan).
- Delivery route - the delivery list put in the optimal order and opened in Google Maps with one click (from the Profesjonalny plan).
- Delivery notes (WZ) - goods issued to a wholesale customer, with the option of a collective invoice later (from the Profesjonalny plan).
- Crate and deposit tracking - how many crates you handed out and how many came back, with a balance for each customer (Mistrzowski plan).
The driver opens the route on their phone and doesn't have to ask where to go first. When a customer buys through their own online shop or ordering system, their orders can come into BakePilot through the API (from the Profesjonalny plan), without retyping emails and text messages.
Bakery software or a heavy ERP?
Large industrial bakeries go for ERP systems that take months to roll out and need a dedicated IT person. A craft bakery needs something simpler: software for a bakery where you can create an account in a few minutes, that works in the browser on a phone and a computer, and that handles both sales in your own shop and wholesale. BakePilot needs no installation, no server and no implementation contract. If you bake cakes and tortes as well as bread, see also bakery management software.
Bread production and costs under control
On bread you earn pennies per piece, so a bakery's result depends on scale and waste. Bakery production software therefore has to show what a loaf costs at today's flour price, how much you need to bake and how much came back.
- Recipes with the cost calculator - the cost of ingredients, electricity, packaging and fixed costs, a price from your margin, and sub-recipes such as sourdough or a preferment as separate recipes (from the Profesjonalny plan).
- Production list - a weekly table: how much was made, how much is left and how much was wasted, with a plan for the week (Mistrzowski plan).
- Production from a recipe - you enter the batch size in kilograms, servings or trays, and the app guides you through the stages and shows the weights (Mistrzowski plan).
- Inventory - ingredients come off stock based on recipes, and the purchase planner works out what you will run short of for upcoming orders (from the Profesjonalny plan). Stocktaking, expiry dates and finished goods stock are on the Mistrzowski plan.
Flour, butter and yeast prices don't have to live in a notebook. On the Mistrzowski plan the software downloads supplier invoices from KSeF (Poland's National e-Invoicing System) by itself, and the invoice price scanner moves the prices to your ingredients. The cost of a loaf then updates without you lifting a finger.
Labels, allergens and HACCP
Bread packed for shops needs a label. BakePilot prints labels with ingredients, allergens, nutrition values, net quantity and a best-before date, in line with EU Regulation 1169/2011, and works out allergens from the recipe (from the Profesjonalny plan). The Mistrzowski plan adds HACCP: a device temperature log, GHP/GMP procedures and ready-to-print forms, including cleanliness, vehicle disinfection, cold room temperatures and goods receipt.
KSeF invoices for wholesale customers
Shops and schools need invoices, and in Poland from 2026 a structured invoice goes through KSeF. On the Mistrzowski plan you issue a KSeF FA(3) invoice from an order or collectively from delivery notes and send it with one button, without separate invoicing software.
Software for a bakery that works in shifts
A bakery works at night and in shifts, often with a team that includes staff from abroad. Every employee has their own account and role in BakePilot, and you decide what they see: the baker doesn't need to see the takings, and the sales assistant can't change a recipe. The staff screens are in Polish, English and Ukrainian. On the Mistrzowski plan employees clock in and out on a phone or on a shared tablet with a PIN code, and you get a shift schedule, leave and a settlement of hours for payroll.
How much bakery software costs
Orders, products, customers and the calendar start at 98 PLN net per month, plus 23% VAT (Podstawowy (Starter) plan). A bakery with wholesale usually starts with the Profesjonalny plan (189 PLN, 5 users): price lists, copying a day, deliveries, delivery notes, recipes, inventory and analytics. Standing orders, crates, the production list, KSeF invoices, HACCP and time tracking are on the Mistrzowski plan (319 PLN, unlimited users). During the 20-day trial you have access to all modules, with no credit card. The full comparison is in the pricing section.
Is the software suitable for a bakery with 5-15 employees?
Yes. Employee roles (administrator, salesperson, baker, warehouse worker, purchaser, accountant) with permissions you set for your business are in every plan. The Profesjonalny (Professional) plan, 189 PLN net per month, covers 5 users, recipes, inventory, reports and analytics. For larger bakeries there is the Mistrzowski (Master) plan, 319 PLN, with unlimited users, standing orders, the production list, KSeF invoices, HACCP and time tracking. Prices are net, plus 23% VAT.
Does the software handle B2B production (cafes, shops)?
Yes. Standing orders for B2B customers (a cafe buys on Tuesdays) - every night the system creates orders from them for the next two days (Mistrzowski plan). A CRM with purchase history, contacts and invoicing details. Delivery notes (WZ) and order export to CSV or Excel.
How does the software help with bread production?
Production from a recipe scales the ingredients to any quantity - in kilograms, pieces or trays - and guides you through the weighing (Mistrzowski plan). The purchase planner works out ingredient requirements from orders and compares them with stock. The recipe shows the cost and margin, so you know which breads make money and which are only there for show.
Does the software handle KSeF invoices for bakeries?
Yes, on the Mistrzowski plan - you issue KSeF FA(3) invoices and send them to KSeF, Poland's National e-Invoicing System, with one button. Invoices in PLN go to KSeF, and invoices in 10 other currencies (including EUR and USD) can be issued outside KSeF, which is useful if you sell to a wholesaler abroad.
Does my bakery need a stable internet connection?
The app runs in the cloud, so you need the internet to work in it. While baking, when you don't need the app, having no internet is not a problem.
What about moving from Subiekt 123 (a Polish invoicing program) or Excel?
From Excel you import products, ingredients and customers via CSV (ready-made templates), and recipes from an Excel file (from the Profesjonalny plan). Export data from Subiekt 123 or another program to Excel or CSV - during the 20-day trial we'll help you prepare it for import. You can reach us through a ticket in the app, by email or on WhatsApp; our team is based in Poland.
Try the software in your bakery
A 20-day trial with no credit card. Access to all modules: production, inventory, invoices, HACCP.