## What is an API key?

Think of it like a private password that lets this inventory program talk to your AI account on your behalf. You create the key inside your AI provider's website. You paste it once into setup. The program stores it only on this computer — not on our servers, not in the cloud.

Open Source Barware stays free. Your AI provider may charge for API usage the same way they charge for heavy chat use. You control that account and can revoke the key anytime.

## Why we ask for it

- Parse your first voice walk into a clean bar map
- Reconcile messy notes and flag unclear bottle names
- Build and update your spreadsheet view each cycle
- Compare counts, invoices, and POS data during weekly reconciliation

Without a connected key, the caterpillar setup cannot finish reconciliation. You can still read this guide, set up later, and revoke the key after testing if you prefer.

## Claude (Anthropic)

Recommended if you already use Claude Projects

1. Sign in at console.anthropic.com
2. Open API Keys in the left menu (or Settings → API keys)
3. Click Create Key, name it something like `OSB Inventory`
4. Copy the key immediately — you usually cannot view the full key again
5. Paste it into the setup screen on this machine

Costs

API billing is separate from a Claude Pro chat subscription. Anthropic charges per token (roughly per amount of text processed). A typical weekly inventory reconciliation is a fraction of a normal chat session, but heavy invoice photo batches cost more. Check current pricing at anthropic.com/pricing. Set a monthly spend limit in the console if you want a hard cap.

## ChatGPT (OpenAI)

Recommended if your team already lives in ChatGPT

1. Sign in at platform.openai.com
2. Go to API keys (profile menu → API keys)
3. Create a new secret key — name it `OSB Inventory`
4. Copy and paste into setup on this computer
5. Add a payment method under Billing if prompted (API is pay-as-you-go)

Costs

ChatGPT Plus ($20/mo) covers the chat app, not API calls. API usage is metered by model and tokens. Inventory text reconciliation is usually low cost; image invoice parsing costs more. Review openai.com/api/pricing and set usage limits under Billing → Limits.

## Grok (xAI)

Good if you already use Grok for operations work

1. Sign in at console.x.ai
2. Open API Keys in the developer console
3. Create a key and copy it once
4. Paste into setup on this machine

Costs

Grok API pricing changes with model tier. Check x.ai/api for current rates. Same rule: weekly text reconciliation is modest; large image batches add up.

## Our recommendations

- Use the AI you already pay for. No need to add a second subscription just for inventory.
- Create a dedicated key named `OSB Inventory` so you can revoke it without breaking other tools.
- Set a monthly spend cap in your provider's console before the first reconciliation run.
- Start with text-only setup (voice walk notes) before uploading large invoice image batches.
- Claude or ChatGPT are the most tested paths for structured inventory parsing today; Grok works if that is your team's default.
- Never email or screenshot your key. Paste only into this program on the bar's computer.

## Security checklist

- Key is stored in `~/osb-program/osb_config.json` on this Mac only
- Revoke the key anytime from your provider's console
- Replacing the key: return to setup, paste the new key, save again

Back to setup