Context

Exki operates across 8 countries with a mix of company-owned and franchised restaurants, each running its own Point-Of-Sales (POS) and back-office tools. The result was a maze of disconnected data: historical sales in one system, live orders in another, staffing and production elsewhere. Finance teams waited two weeks after month-end to close the books, and managers steered the business with stale or partial numbers.

In fast-casual dining, that delay is a competitive risk. Menu tweaks, labour costs and supply decisions must land in hours, not weeks. Exki needed a single platform that could merge legacy and current data, survive ongoing system migrations, and surface reliable KPIs every day—setting the stage for beVault.

Challenge

Exki’s growth plan hit a wall: data arrived late, lived in silos and broke each time a restaurant changed its POS. The company needed a platform that refreshed figures overnight, blended franchise and flagship data without re-coding, and stayed intact through every future migration. Anything less would slow menu decisions, inflate labour costs and blur the true P&L. The brief was clear—build once, trust always—beVault had to make it real.

Solution

beVault answered Exki’s brief with an architecture built to connect, protect and deliver.

Connect. An agile master-data model links any system—legacy POS, new cloud tills, staffing tools—so five critical sources were onboarded in just a few weeks.

Protect. Version-tracked storage and a migration-proof layer let IT swap or add systems without breaking reports or losing history. Franchise or flagship, every record lands in the same structure.

Deliver. The Information Mart interface and open APIs push fresh data to Power BI and other apps overnight, cutting finance latency from two weeks to daily and enabling 3.8 million calculations every 24 hours.

Result: one platform, real-time insight, zero disruption.

Benefits

Operational impact:

• Daily data, 4-hour refresh. Managers react the same day, not two weeks later.
• Unified reporting for all 8 countries. Franchise and flagship numbers land in one dashboard.
• 3.8 M calculations every night. Covers sales, staffing and production without manual Excel.
• Migration-proof architecture. Swap a POS with zero downtime or data loss.

Strategic impact:

• Faster menu & pricing decisions boost margins across markets.
• Consolidated profit-and-loss view flags issues before month-end.
• Lean data operations cut technology workload and migration risk.
• One trusted source of truth strengthens Exki’s pitch to franchisees and investors.

Resources

Implementation plan

Implementation in four fast sprints

1. Connect. Integrated the first 8 source systems and consolidated legacy POS history in weeks.
2. Visualise. Rolled out Power BI with 11 custom reports—tailored for both franchised and company-owned stores.
3. Automate. Enabled a 4-hour refresh cycle that drives 3.8 million daily calculations for sales, staffing and production.
4. Adopt. Trained managers and finance teams, then hard-wired migration playbooks so new stores plug in with zero data loss.

beVault now runs in optimisation mode: tuning performance, adding new sources and accompanying each POS migration without report rewrites.

Key results

Key results at a glance

• 4 hours data latency (was two weeks).
• 8 systems consolidated without data loss.
• 3.8 million calculations executed every night.
• 11 bespoke reports delivered to ops & finance.
• Migration-resistant architecture keeps data intact through system swaps.
• Lower operating costs and higher profit thanks to daily insight.