Every check-in records what a TEFAP monitor asks for: who picked up (the household or a named proxy), each eligibility declaration as it was on the day, a printable signed distribution log, and TEFAP stock reconciled lot by lot — with your State’s income limits and rules built in. The same system runs intake, market-style checkout, FIFO inventory, temperature logs and recalls, so the whole pantry runs from one login on a busy distribution day.
Set up in about five minutes. Nothing to install — it runs in a browser, and keeps working when the Wi‑Fi drops.
Look up a household by name, phone or card scan. Eligibility and visit intervals are checked as you go.
Client-choice checkout with category limits by household size. Weights total themselves.
Every cart draws down the oldest lot first. Nobody counts shelves twice.
Pounds in, pounds out, households served, demographics — export when the funder asks.
Most pantries run on a patchwork of spreadsheets, a donated POS and somebody’s memory. This replaces all three.
Household composition, income self-certification, dietary needs and proxy pickups. Custom fields when your program needs something we did not think of.
Shop-style checkout with per-category caps that scale to household size, so guests choose and you still hold the line on limits.
Receive donations by lot, track expiry, and let the register pull the oldest stock first automatically.
Fridge, freezer and dry-storage temperature checks on a schedule, with out-of-range flags and a printable history.
Enter a recalled lot and see which households may have received it — and reach them by email or SMS. Or just look up who got a lot code or barcode, without raising a recall.
Who picked up (household or named proxy), household size and eligibility basis on every visit; every eligibility declaration kept, never overwritten; a printable signed distribution log; a receiving log; and TEFAP stock reconciled lot by lot.
All 50 States and DC: income limits (recalculated automatically each year), forms, signature and proxy rules, record retention, complaint deadlines, report age bands and storage temperatures — with the State’s own sources. See your State.
A confidential civil-rights complaint log with your State’s forwarding deadline, a civil-rights training and food-worker-card log that shows who is due, and the current USDA nondiscrimination statement on every receipt.
Unduplicated and duplicated households and people, age bands for Food Lifeline, Washington EFAP and your State, pounds from every source, and the TEFAP month-end inventory — for any month, year or July–June fiscal year.
Bookable slots, a self-service client portal, reminder emails and texts, and a waitlist that promotes automatically.
Shift slots, a kiosk clock-in, hour totals for grant reporting, and a self-signup portal you can link from a flyer.
Track donated weight by source and generate year-end acknowledgment letters that describe the gifts by weight and count — never a dollar value, as IRS guidance requires.
A dropped connection does not stop a distribution. The register keeps taking visits and syncs when the network returns.
Every staff screen works in English, Spanish and French, chosen per person, and the client and volunteer portals offer more languages still.
Collects the household details Feeding America’s Service Insights asks for and reports them by age group, SNAP and service type. Grocery-rescue pickups export in MealConnect’s Bulk Upload layout, so a week of receipts is one upload.
Scoped API keys for your own dashboards, plus network export for food banks that aggregate from member agencies.
PantryPOS is multi-tenant from the database up. Every organization’s data is isolated by row-level security in Postgres, not by a filter somebody remembered to add to a query.
A pantry holds some of the most sensitive information a person can hand over — where they live, who is in their household, that they needed help at all. We treat it that way.
Every feature is in every plan. You are charged per location, and larger networks pay less per site.
$39/month for one location, every feature included. Each additional location: $29/month (locations 2–10), $22/month (locations 11–30), $18/month (locations 31+). Examples: 5 locations $155/month; 10 locations $300/month; 30 locations $740/month. Free 30-day trial, no card required. Unlimited staff, clients and volunteers.
The bands add up. Every location is charged, at the rate for the band it falls in.
All plans include unlimited staff accounts, unlimited clients and unlimited volunteers.
Start with a free 30-day trial — no card, no auto-billing. When the trial ends we will
talk, and you will get an invoice only if you decide to continue.
See what a distribution day looks like in PantryPOS, with screens from the demo pantry. Funding it from a grant? Budget line and justification language.
Ask about a pilot or start the trial yourselfIt is yours. Export clients, visits, inventory and reports to CSV at any time from inside the app — no request to us required. If you leave, ask and we will send you a full database export. We do not then delete it on a timer — TEFAP records carry a three-year federal retention duty, so deleting on a schedule could destroy records you are required to produce at an audit. We hold it in encrypted archive and delete when you tell us to. The detail is in our data processing terms.
No. It runs in a browser on whatever you already have — a laptop, a tablet at the check-in desk, a phone in the warehouse. A USB barcode scanner and a receipt printer both work if you want them, and the camera on a tablet can scan barcodes instead.
The register keeps working. Visits are stored on the device and sync automatically when the connection comes back, so a bad Wi‑Fi day does not become a bad data day.
Yes — there is a CSV import for clients, and we will help you map the columns from whatever you are using now. That is included, not a paid migration.
No, and a food pantry generally is not a HIPAA covered entity. What you are handling is still sensitive personal data, so we apply the protections described in our security overview and sign a data processing addendum on request.
PantryPOS is built and run by 0xpi, a small independent software business. You will deal directly with the person who writes the software, not a support tier.
Answers to the compliance and operations questions pantries ask most — useful whether or not you use PantryPOS.
Switching from another system? See how PantryPOS compares with PantrySoft, Link2Feed, Oasis Insight and Food Bank Manager.
Thirty days, every feature, no card. If it does not fit how you work, walk away — and tell us why, because that is useful too.
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