HTX TAP

TRACK. ANALYZE. PROFIT.
Dashboard
Operations Guide
Two-Pass Weekly Audit Workflow — ~12 min per client
0 of 9 steps
▶ Workflow Overview Diagram click to expand
Phase 1 — Prepare Data for Sculpture
1
Clean PMIX from Toast
1:00
  1. Download the raw PMIX/product mix report from Toast POS as a CSV
  2. Go to reports.htxtap.com → "Prepare for Sculpture" tab
  3. Select the client from the dropdown
  4. Drop the Toast CSV into "Clean PMIX from Toast"
  5. Click "Clean PMIX"
  6. Download the cleaned CSV
  7. Upload the cleaned CSV to Sculpture (click "Open Sculpture — Sales Upload")
2
Pull & Upload Invoices
2:00

Fancy's: Select Fancy's → set date range → click "Pull from MarginEdge" → download CSV → upload to Sculpture. (MarginEdge API — automated)

Melrose: AUTOMATED — runs on Sunday cron. Manual override: sculpture provi-extract --start YYYY-MM-DD --end YYYY-MM-DD --save

Best Regards: sculpture fa-extract --start YYYY-MM-DD --end YYYY-MM-DD --save — logs into app.fintech.com, downloads Invoice Detail CSV, filters by Process Date, matches product codes from CSV, outputs Sculpture-ready CSV.

Clarkwood: sculpture fms-extract --start YYYY-MM-DD --end YYYY-MM-DD --save — logs into fms.fintech.com, downloads detailed CSV, filters by Process Date, matches product codes, outputs Sculpture-ready CSV.

Sugar Room: No action needed — Fintech feeds into Sculpture automatically.

Quick Reference — Invoice Commands

Client Command
Melrosesculpture provi-extract --start DATE --end DATE --save
Best Regardssculpture fa-extract --start DATE --end DATE --save
Clarkwoodsculpture fms-extract --start DATE --end DATE --save
Fancy'sMarginEdge API — automated
Sugar RoomAlready in Sculpture — automated

If a Session Expires

  • Melrose (Provi): sculpture provi-refresh
  • Best Regards (Fintech App): sculpture fintech-app-refresh
  • Clarkwood (Fintech FMS): sculpture fintech-refresh
TIP: All three systems auto-login via dk-browser-worker on Railway — no manual credentials needed. If all else fails, message Matty.

Match & Verify Item Names

After pulling invoices but before uploading to Sculpture, verify that invoice item names match Sculpture's item names using the "Match Product Codes to Invoice" accordion on the dashboard:

  1. Drop your invoice file (CSV or TXT, tab or comma-separated) into the upload box
  2. Click "Match Product Codes" — the system checks each item against our name dictionary (170+ verified mappings)
  3. Review the results:
    • Green (≥80%) — Auto-matched correctly. Spot-check a few to be safe.
    • Yellow (50–79%) — Likely match but not certain. CHECK the dropdown — make sure the Sculpture item is correct. Pick the right one if wrong.
    • Red (<50%) — No confident match. You MUST pick the correct Sculpture item from the dropdown, or skip if it's a brand-new item.
  4. Check the boxes for correct matches and click "Approve Selected" — this saves the mapping permanently
  5. Click "Download Enriched CSV" to get the invoice with matched Sculpture names
TIP: Every time you approve a match, the system learns. After 3–4 weeks of audits, virtually everything will auto-match and you'll only need to review new items.
WARNING: For "Well" items (Well Vodka, Well Gin, etc.) and generic names (Melon, Peach Schnapps), the supplier name depends on which brand the bar actually uses. Double-check these carefully — "Barton Vodka" at one bar might be "Svedka Vodka" at another, but both map to "Well Vodka" in Sculpture.
3
Wait for audit counts
0:00

The physical audit (scanning/weighing bottles) must be complete in Sculpture. All three inputs must be in Sculpture: PMIX (sales), invoices, and audit counts.

TIP: All three inputs must be in Sculpture before the variance report is meaningful. If counts aren't in yet, pause here.
Phase 2 — Generate Spills (First Pass)
4
Export initial variance from Sculpture
1:00
  1. Go to beverage.sculpturehospitality.com
  2. Select the client
  3. Navigate to the Variance Report
  4. Export/download the Detailed Variance Report as CSV
5
Run first Process Audit → Download Spill CSV
1:00
  1. Go to reports.htxtap.com → "Run Audit Analysis" tab
  2. Select the client
  3. Upload the Variance CSV into the "Variance Report" slot
  4. Optionally upload the cleaned PMIX CSV into the "PMIX Data" slot
  5. Click "Process Audit"
  6. Click "Download Spill CSV"
TIP: This is the FIRST pass — the spill numbers come from this. Don't send the email yet.
6
Upload spills to Sculpture
1:00
  1. Go to Sculpture → Sales Upload page
  2. Station: Main Bar (or appropriate station)
  3. Price Level: Spills
  4. Action: ADD Sales
  5. Upload the spill CSV
  6. Verify the items imported correctly
TIP: Station: Main Bar, Price Level: Spills, Action: ADD Sales. Never click Upload twice.
WARNING: NEVER click the Upload button more than once. Sculpture is slow — wait up to 2 minutes. Double-clicking creates duplicate records.
Phase 3 — Final Reports & Email (Second Pass)
7
Export final reports from Sculpture
2:00

After spills are uploaded, Sculpture's numbers are now accurate. Export:

  1. FINAL Variance Report (CSV) — numbers now reflect spill adjustments
  2. Management Report (PDF) — has the real Sculpture Rating and Grade
  3. Batch Reports (PDF) — the detailed report package
  4. Updated Variants CSV (optional) — cleaned-up variance with add-back amounts
  5. Invoice Detailed Summary CSV (optional) — for attachment/reference
TIP: These are the FINAL numbers. The Management Report PDF has the real score. Use the "Where to find each report" dropdown on the dashboard for direct Sculpture links.
8
Run final Process Audit
1:00
  1. Back on reports.htxtap.com → "Run Audit Analysis" tab
  2. Upload the FINAL Variance CSV (slot 1)
  3. Upload the Management Report PDF (slot 5)
  4. Upload the Batch Reports PDF (slot 6)
  5. Click "Process Audit"
  6. This push to Google Sheets is the FINAL data
  7. The Batch Reports PDF is saved for email attachment
TIP: This is the SECOND pass. This data goes to Google Sheets and the client email.
9
Review and send email
2:00
  1. Click "Preview Email" — review the content
  2. Check that the score matches the Management Report
  3. Review the Loss Leaders table and action items
  4. Review the Order Intelligence section if it appears (cost savings recommendations from Provi)
  5. Review the attachment list at the bottom of preview (Batch Reports PDF should show)
  6. Click "Send Test Email" first — goes only to matt@htxtap.com
  7. Check your inbox — verify email looks right and PDF is attached
  8. When satisfied, click "Send Audit Email" — goes to the real client contacts
TIP: Always Send Test Email first. Verify everything looks right before sending to the client.
ORDER INTELLIGENCE: If a client has savings recommendations (Matty runs sculpture order-intel <clientID> --save weekly), the email will include a "Order Intelligence" section with vendor switch suggestions, size optimization, and tier alternatives. If no savings were found, the section is omitted automatically. All recommendations are also logged in the Google Sheet's "Order Intelligence" tab.

All Steps Complete

Weekly audit cycle is done for this client. Repeat for the next client.

Fancy's

ID: 29234
MARGINEDGE
Pull from dashboard

Melrose

ID: 17677
PROVI
Pull from dashboard

Best Regards

ID: 29180
FINTECH
Download CSV from Fintech

Clarkwood

ID: 25705
FINTECH
Download CSV from Fintech

Sugar Room

ID: 24159
FINTECH (AUTO)
No action needed
Fancy's and Melrose invoices are pulled directly from the dashboard. Best Regards and Clarkwood invoices must be downloaded from Fintech manually, then uploaded to Sculpture. Sugar Room invoices flow into Sculpture automatically via Fintech — no action needed.
"No invoices found" when pulling
Usually means the bar had no deliveries that week, or the date range is wrong. Double-check the week dates. If it still shows nothing, tell Matty.
"Session expired" error on Provi (Melrose)
Provi uses browser session cookies that expire periodically. You cannot fix this yourself. Message Matty and he will refresh the session.
Sculpture portal loads very slowly or times out
Sculpture is an older system and can be slow. Wait up to 2 minutes for pages to load. If it still doesn't work, try refreshing. Do NOT click buttons multiple times.
Process Audit ran but the numbers look wrong
You might be using the pre-spill variance. Make sure you uploaded the spill CSV to Sculpture first, then re-exported the variance report. The SECOND export has the correct final numbers.
The email score shows a different number than the Management Report
Upload the Management Report PDF in slot 5 during the second Process Audit. The system reads the exact score from the PDF. Without it, it calculates an estimate which may differ.
I forgot to upload the Management Report PDF
You can re-run Process Audit at any time — just upload the final variance CSV and Management Report PDF again. The current data in Google Sheets will be replaced with the new run.
I want to resend the email but I already closed the browser
Just go back to the dashboard, select the client, and click Send Audit Email. It pulls from Google Sheets and attaches the saved PDFs — no need to re-upload anything.
Google Sheets data looks wrong or empty
If Sheets aren't populating after you process reports, the data push may have failed. Check the dashboard for error messages. Do NOT manually edit the Sheets.
Audit email didn't send
Check that the client's email address is correct in the contacts config. If the send button showed an error, screenshot it and send to Matty.
The matcher says "No product names found"
Your file's column header isn't recognized. Make sure the first row has a column called "Product Name", "Name", "Item", "Item Name", or "Description". Rename the column header if needed, then re-upload.
An item keeps matching to the wrong Sculpture item
Click "Manage All Mappings" (link below the match results) to open the Name Mappings page. In the Current Mappings tab, search for the bad mapping and delete it. Then re-upload your invoice and approve the correct match.
I see a new item on the invoice that doesn't exist in Sculpture
Skip it in the matcher — leave it unchecked. You'll need to create the item in Sculpture first (via the Sculpture portal), then the next time you run the matcher it will show up as a match option.
🔄
Two passes required — Process Audit runs TWICE: first to generate spills, second after uploading spills to get final numbers. Don't send the email after the first pass.
🚫
Never manually edit Google Sheets data tabs — Data flows from the backend. Manual edits will be overwritten on the next cycle.
⚠️
Never click upload buttons multiple times — If Sculpture is slow, wait. Double-clicking creates duplicate records that are painful to clean up.
🔗
Always use the dashboard — Never type Sculpture URLs manually. The dashboard handles client selection, session management, and routing correctly.
📥
Fintech invoices — Best Regards and Clarkwood require a manual CSV download from Fintech. Sugar Room's invoices flow into Sculpture automatically.
📧
Always test email first — Click "Send Test Email" before "Send Audit Email". Test goes only to matt@htxtap.com. Verify content and attachments before sending to the client.
📚
Name Mapping Rule — Never rename items in Sculpture to match supplier names — that breaks variance history. Instead, add the supplier name variation to our name mapping dictionary via "Approve Selected" or the Name Mappings page. The system checks mappings first, then fuzzy-matches product codes automatically.
✔
When in doubt, ask Matty — Send a screenshot of what you see. It's always easier to prevent a problem than fix one.
GOLDEN RULE: "When in doubt, ask Matty." — Send a screenshot. It's always easier to prevent a problem than fix one.
Glossary of Terms
Variance
Difference between expected usage (from sales) and actual usage (from inventory). Negative = money lost.
PMIX (Product Mix)
Breakdown of drinks sold and in what quantities, from the POS system.
Spills / Add-backs
Adjustments for known losses: bartender mistakes, tastings, training pours, breakage.
Two-pass workflow
First pass generates spills. Upload spills to Sculpture. Second pass uses the corrected numbers for the final report and email.
Sculpture Hospitality
The beverage audit software platform we use to track inventory, sales, and invoices.
Management Report
Sculpture's PDF summary with the official Sculpture Rating, Grade, and Revenue Potential.
Batch Reports
Sculpture's detailed PDF report package. Gets attached to the client email.
MarginEdge
Invoice processing system used by Fancy's. We pull invoices through their API.
Provi
Beverage ordering platform used by Melrose. We intercept their order data through a browser session.
Fintech
Invoice system that feeds into Sculpture. Best Regards and Clarkwood require manual CSV download. Sugar Room is fully automatic.
IPAR (InteliPar)
Sculpture's inventory par level report. Shows recommended order quantities based on usage patterns. Use the IPAR Report Generator on the dashboard under Phase 1 — Prepare for Sculpture (after Upload to Sculpture).
Product Code Matching
Our system that maps supplier product names to Sculpture product codes using fuzzy matching against the name_mappings and product_codes databases.
Name Mapping
A translation from a supplier's product name (e.g., "Titos Handmade Vodka") to the Sculpture item name (e.g., "Tito's"). Stored in Supabase and grows automatically as you approve matches. View all mappings at /name-mappings.
Fuzzy Match
When the system finds a likely match based on similar words/letters, not an exact match. Always verify yellow and red fuzzy matches before approving.
Chrome Extension Extraction
Using the Claude Chrome Extension to scrape invoice data from supplier websites (Provi, etc.) into tab-separated data ready for CSV.