Implementation Playbook - Food and Beverage
Food & Beverage — Inventory Management
Implementation Playbook
Your complete guide to a successful Yellow Dog implementation — from kickoff to project completion.
Audience Client-Facing | Duration 60 Days | Last Updated May 2026 |
This playbook outlines every phase of your Yellow Dog implementation — what to expect, what's expected of you, and how to reach us at every step.
What We're Doing Together
We're implementing Yellow Dog Inventory Management for your food & beverage operation. The goal: you run clean inventory counts, track costs accurately, and manage purchasing — all in one system. We follow a proven 4-phase plan that takes 60 days from kickoff to project completion.
60 Day Timeline | 5 Phases | 1 Dedicated PM | 2 Physical Counts |
| ⚙️ | System Fully LiveYellow Dog is configured, integrated, and operating in your environment. |
| | 🧑💼 | Team Trained & ConfidentYour staff can run physical inventories and process invoices independently. |
|
| 📊 | Accurate DataCOGS is validated, on-hand quantities are trusted, and purchasing flows correctly. |
| | 🤝 | Ongoing SupportYou're transitioned to Client Services with a clear escalation path in place. |
|
Finish Line Definition — F&B Implementation
Completion Standard
For most F&B customers, implementation is considered complete when the customer has successfully processed inventory activity through two completed physical inventory counts and is actively using COGS reporting within the system.
This Milestone Confirms That You Have: - ✓Established baseline inventory accuracy through multiple physical counts
- ✓Begun operating within standard inventory workflows
- ✓Validated inventory valuation and usage tracking
- ✓Started leveraging reporting for food and beverage cost management
| Standard Completion Criteria: - ✓System configuration and setup are finalized
- ✓Users are trained on core workflows
- ✓Two physical inventory cycles completed in the system
- ✓COGS reporting is operational and being reviewed
|
Weekly Meeting Live session with your Project Manager — self training updates, questions, next steps. PMs will help facilitate working sessions with your Implementation Specialist. | Weekly Email Summary of progress + what's coming up next week. |
Video Tutorials Short pre-work videos to watch before each session, as well as written documentation to reference. | Hands-On Practice You'll work directly in Yellow Dog — not just watch. |
| Commitment | What It Means |
|---|
| Show up to weekly meetings | Prepared, on time, and with your questions ready |
| Complete work and training between sessions | Consistent practice between calls drives faster outcomes |
| Respond within 1–2 business days | Email responses keep the project moving; delays stall it |
| Treat Yellow Dog as a weekly priority | Consistent attention now means faster go-live and less rework |
Bottom line: The more present you are, the faster and smoother this goes.
Four phases. One goal: a fully live inventory system your team runs with confidence. Here's exactly what happens and when.
Phase 0
Pre-Kickoff | 0 | Core Data & Kickoff - –Submit your inventory data
- –Submit third-party contacts and credentials for integrations
- –Meet your Project Manager and align on goals and workflows
- –Contact vendors and POS rep to begin integration work early*
|
Phase 1
Days 1–14 | 1 | Item Import & System Setup - –Install Yellow Dog and configure your system
- –Import inventory items and review for accuracy
- –Begin self-guided training via the LMS platform
|
Phase 2
Days 15–30 | 2 | 1st Physical Inventory - –Run your first live count — establishes your starting on-hand quantities
- –Continued self-guided training; working sessions with your Implementation Specialist as needed
|
Day 30
Milestone | ★ | Key Decision Point - –First physical inventory complete ✓
- –Integrations completed* ✓
- –Database configuration completed ✓
- –Decision: Contract Data Services for invoicing — or begin invoicing directly in Yellow Dog
|
Phase 3
Days 31–60 | 3 | 2nd Physical Inventory (COGS) - –Advanced training continues
- –Second count validates your cost-of-goods-sold data
- –Working sessions with your Implementation Specialist continue
|
Phase 4
Days 54–60 | 4 | Project Completion & Transition to Client Services - –Final system review and sign-off
- –System acceptance confirmed
- –Transition to Client Services for ongoing support
- –Implementation survey completed
|
* Integration completion depends on third-party responsiveness and client preparedness. Contact vendors and your POS representative as early as possible — the sooner that communication begins, the smoother the process.
If your project feels stuck or a concern isn't being resolved, contact us in this order:
| Phase | Timing | Focus | Your Role |
|---|
| Phase 0 — Core Data & Kickoff | Pre-Kickoff | Data submission, credentials, platform setup | Submit data, contact third parties, complete signups |
| Phase 1 — Item Import & Setup | Days 1–14 | System install, item import, training begins | Review imports, complete LMS training modules |
| Phase 2 — 1st Physical Inventory | Days 15–30 | Live count establishes starting on-hands | Run count, attend working sessions, continue training |
| Phase 3 — 2nd Physical (COGS) | Days 31–60 | Second count validates cost data; advanced training | Run count, practice invoicing, attend sessions |
| Phase 4 — Project Completion | Days 54–60 | Final review, sign-off, transition to Client Services | Complete survey, meet Client Services team |
| Role | Who |
|---|
| Your Project Manager | Assigned at kickoff | | Dir. of Implementation | Padric Toman — 757.264.8533 | | Chief Project Officer | John Fall — 757.572.8064 | | CEO | Jay Livingood — 757.701.3384 |
| Operating Agreement- –Communication expectations and response times
- –Meeting cadence and attendance commitments
- –How to handle delays or roadblocks
- –Escalation paths if something feels off
We'll align on all of the above at your kickoff call. |
Your Checklist — What to Do Right Now
Complete these steps before your kickoff call to hit the ground running:
Book your Kickoff Call using the link provided by your Project Manager
Watch the intro video your PM will share before kickoff
Sign up for Rocketlane, Yellow Dog Customer Portal, and the LMS Platform
Contact your vendors to begin EDI integration work*
Contact your POS representative to begin POS integration work*
* Integrations rely on third-party cooperation. The earlier you reach out, the quicker the integration work can be completed — don't wait on this.
We're excited to partner with you. Let's get started.
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