MyFoodTracking — Food Management and Inventory for Head Start

Made for the people who do the work

Each person sees what is theirs, from the warehouse to the office.

Central warehouse

The storekeeper

What arrives from the supplier goes into inventory, and each center receives what it asked for in its requisition.

Nutrition

The nutritionist

She plans the menus, and the requisitions come out of them, with the quantities for each center.

Finance

The administrator

He sees the monthly and annual cost of every kitchen in the Executive Panel, without asking for reports by email.

What’s new in MyFoodTracking

Meet the new Executive Panel

An all-new interactive dashboard: see consumption, stock and activity across all your kitchens in real time, with charts by center, zone and program. Filter, compare and drill down with one click — the full state of the program at a glance, without asking for reports by email.

MyFoodTracking · Panel Ejecutivo — Programa Head Start / EHSEn vivo · Ene 2027

Centros activos14✓ Todos reportando hoy

Balance del mes$23,418▲ 4.2% vs. dic

Artículos bajo mínimo6● Reposición sugerida

Discrepancias abiertas2Requieren justificación

Consumo mensual por centro Últimos 6 centros ▾

Centro A

Centro B

Centro C

Centro D

Centro E

Centro F

Inventario por categoría Programa ▾

73%

Fresco / No Fresco · 46% Congelado · 25% Detergentes · 16% Desechables · 13%

Estatus por centro Ver los 14 ▾

Centro	Inventario físico	Participación	Estatus
Centro A	Certificado 05/ene	Al día	✓ Cuadra
Centro B	Certificado 05/ene	Al día	✓ Cuadra
Centro C	1 diferencia	Al día	Justificar
Centro D	Pendiente	2 días atrás	Atención

Alertas recientes

Leche UHT 1% bajo mínimo en 3 centros — hay abasto disponible en almacén central para transferir.

Informe Balance de Alimentos · dic generado y listo para someter.

Transferencia #1284 recibida y confirmada por Centro E.

Decomiso pendiente de firma del testigo en Centro C.

Pregúntele a Sofi: "Genérame el Costo Mensual de diciembre por centro" — y reciba el informe listo en el formato del programa.

Illustrative view of the new MyFoodTracking Executive Panel, shown in Spanish as it runs.

And with Sofi: built-in artificial intelligence

Sofi, Intellicc’s AI assistant, makes reports easier — ask for them in plain language and get them ready in the program’s formats — and helps your users in every module: she answers operational questions instantly and guides staff step by step, 24/7. Meet Sofi →

New in MyFoodTracking

Requisitions and delivery receipts: the center knows what is coming

Today, for a center to know what it will receive, someone has to bring it the purchase order or the requisition on paper — or the center receives without knowing what was ordered. With MyFoodTracking, the requisition the office prepares reaches the center in the app before the supplier does.

Today

The requisition travels on paper

Someone has to physically carry the purchase order or the requisition to the center so they know what to expect.

Receiving blind

Without the requisition in hand, the center can’t check what arrives against what was ordered.

With MyFoodTracking

The office prepares the requisitionAnd MyFoodTracking helps supervisors complete it: it calculates what is needed from the menus and what is in the warehouse.
The center sees it in the appBefore the supplier arrives, the center already knows which items and quantities are coming.
It is checked against the delivery receiptWith the supplier’s delivery receipt (the conduce) in hand, the center marks in the app what was delivered and what wasn’t. Everything is recorded with date, time and user.
What arrived goes into inventoryWhat is marked as delivered goes into the center’s inventory on its own, without typing it again.

Requisición R-2417 · Centro GirasolLlega hoy

ArtículoPedidoEntregado

Leche UHT 1%24 cajas

Arroz grano largo10 sacos

Pollo congelado18 cajas

Habichuelas rosadas12 cajas

Manzanas frescas6 cajas

4 de 5 entregados

1 faltante: Manzanas frescas

4 artículos entraron al inventario de Centro Girasol

More accurate requisitions

MyFoodTracking calculates what is needed

Because the system knows what is in the warehouse and has the program’s menus, it can calculate what is needed to cover them. That helps supervisors complete more accurate requisitions — and avoids unnecessary purchases.

Program menus−What’s in the warehouse=What’s needed

Próxima requisición · Centro GirasolMenú de la semana

ArtículoMenú necesitaEn almacénHace falta

Arroz grano largo14 sacos9 sacosPedir 5 sacos

Leche UHT 1%36 cajas40 cajasCubierto

Pollo congelado22 cajas18 cajasPedir 4 cajas

Habichuelas rosadas10 cajas12 cajasCubierto

2 artículos por pedir · 2 cubiertos con lo que hay en almacén: no se compran

Illustrative views, shown in Spanish as the app runs. Tap an item on the delivery receipt to mark it as delivered or missing.

The problem

Kitchens can’t depend on paper and spreadsheets

MyFoodTracking was built from scratch by our team — side by side with food coordinators and nutrition supervisors — to solve the real problems they face every day:

Error-prone manual counts

Quantities, units and write-offs noted by hand that never match what is in the warehouse.

Spreadsheets that are hard to audit

No date, time or owner for each transaction — impossible to show due diligence during a monitoring review.

Zero real-time visibility

Management doesn’t know what each center has until the end of the month, when it is too late to correct.

Features

The whole food cycle, in one system

Receiving and bid-based purchasing

Every receipt shows its supplier, unit and pack size.

Daily participation and consumption

Daily usage by center, with participation by meal (breakfast, lunch and snack) — ready for USDA submission.

Transfers between centers

Finds products available in other kitchens to transfer, reducing unnecessary purchases — shipments and receipts are linked, nothing is left hanging.

Digital physical inventory

Item-by-item count against the system, with automatic discrepancy detection, written justification and certification by the person in charge.

Damaged, expired and discarded food

Write-offs documented with signatures from the person in charge, a witness and a supervisor — every loss justified and auditable.

Automatic CACFP reports

Food Balance, Monthly Cost and Annual Cost reports generated with one click, in the current formats of the Puerto Rico Department of Education.

Compliance

Designed so your program has no findings

Every transaction is recorded with date, time, user and ID — verifiable evidence for any CACFP monitoring review.
Built to help you meet the requirements of 7 CFR Part 226 (CACFP), 45 CFR Part 1302 (Head Start) and 2 CFR Part 200 (Uniform Guidance).
Keeps the complete history in digital form, for as long as the program requires.
Reports exportable to PDF and Excel, ready for federal or state monitors or the external auditor.

100%of transactions with full traceability

20+Head Start / EHS programs trust Intellicc

15years of continuous operation since February 2011

0hidden costs, hardware or third-party licenses

New

Sofi: your smart assistant, built into MyFoodTracking

MyFoodTracking comes with Sofi, Intellicc’s artificial intelligence assistant, available 24/7 inside the system.

AI assistant · Included in the subscription

Instant answers, in Spanish, without hunting through screens

Sofi knows every module of the system and the regulations that apply to the federal food program. Your staff asks in plain language and gets the answer step by step. When something needs a person, Sofi sends the request straight to our experts — the same team that wrote the code. No call centers.

“How do I certify the monthly report?” “What steps do I follow to complete a disposal?” “How do I record a surplus?”

How it works

From the bid to the plate, step by step

The bid is loaded

Awarded items with supplier, unit, pack size and year.

Centers record

Receiving, daily consumption and transfers — the same day they happen, from a tablet or computer.

Monthly close

Physical inventory by site, checked against the system and certified.

Oversight and reports

Management monitors in real time and generates the CACFP reports with one click.

Annual subscription

Everything included, no surprises

MyFoodTracking is purchased as an annual software subscription. The subscription covers everything needed to operate — no investment in hardware, servers or third-party licenses, and no complicated contracts.

Licensing and implementation

Initial setup of the program, its sites, users and item catalog — getting started is part of the product.

Staff training

Kitchen leads and supervisors are trained on daily recording and the monthly physical inventory during onboarding.

Ongoing support

Sofi 24/7, a direct phone line and email: answered by the same team that built the system. Automatic backups several times a day, and updates included.

All new: an interactive dashboard and artificial intelligence for your program

Consumo por centro — enero