Purchasing eats up time and money, yet many steps can be automated immediately. Standard orders and supplier comparisons represent small changes that deliver hundreds of euros in annual savings. Discover which purchasing processes you can streamline starting today.
Standard orders per supplier
You order identical basic products weekly. Why build these lists from zero each time? Develop standard templates per supplier featuring your regular items and typical quantities.
💡 Example:
Standard order vegetable supplier (2x per week):
- Onions: 5 kg
- Carrots: 3 kg
- Potatoes: 10 kg
- Lettuce: 6 heads
- Tomatoes: 4 kg
Time saved per order: 10 minutes
Modify quantities based on season and occupancy, but maintain consistent basics. This prevents forgotten products and reduces mental load.
Automatic reorders for shelf-stable products
Dry goods like rice, pasta, olive oil and spices don't require weekly ordering. Establish minimum stock thresholds and reorder automatically once you hit them.
- Set minimum stock levels for each shelf-stable product
- Conduct weekly inventory checks against minimums
- Place orders immediately when below threshold
⚠️ Note:
Factor in delivery lead times. If your supplier requires 3 days, order before complete depletion.
Price comparison per product category
You don't need supplier calls every week. Compare prices by product category and switch only when differences justify the effort.
💡 Example:
Monthly meat price check:
- Supplier A: Steak €28/kg
- Supplier B: Steak €26/kg
- Difference: €2/kg = €104/year at 1kg/week
Action: Switch to supplier B
Review pricing monthly on your 5 costliest product categories. From years of working in professional kitchens, this captures 80% of potential savings with minimal effort.
Keep digital order history
Ditch paper receipts and Excel spreadsheets. Maintain digital order records to identify patterns and improve planning.
- What did you order last week on this same day?
- Which supplier offered the best price for this item?
- How much was spent per product category?
Tools like KitchenNmbrs display order history instantly and reveal purchasing patterns. This eliminates guesswork when assembling new orders.
Fixed order days per supplier
Schedule orders at consistent times. Monday for meat, Tuesday for fish, Wednesday for vegetables. This prevents oversights and enables better planning.
💡 Example weekly schedule:
- Monday 9:00: Order meat for Tuesday delivery
- Tuesday 14:00: Order fish for Wednesday delivery
- Wednesday 10:00: Order vegetables for Thursday delivery
Add this to your calendar as a recurring appointment
Fixed schedules transform purchasing from stressful scrambling into predictable routine.
How do you automate your purchasing process? (step by step)
Analyze your current purchasing pattern
Look at your orders from the past 4 weeks. Which products do you order every week? Which suppliers do you use most? This becomes the basis for your standardized process.
Create standard lists per supplier
Put together a basic order list for each supplier with products and quantities you regularly need. Adjust these based on season and expected busy periods, but use it as your starting point.
Plan fixed order moments
Add to your calendar when you order from which supplier. For example every Monday at 9:00 meat, Tuesday at 14:00 fish. This makes purchasing routine and you won't forget anything anymore.
✨ Pro tip
Begin with your meat supplier within the next 7 days - that's typically where 40% of food costs live. Once you've standardized that process, the time savings and improved oversight become immediately obvious.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
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Frequently asked questions
What if my supplier raises prices without me noticing?
Check prices monthly on your 5 most expensive product categories. Many suppliers send updated price lists - store these digitally. You'll spot changes quickly and can react accordingly.
How much time does this save per week?
Typically 2-3 hours weekly. You eliminate the mental effort of rebuilding orders from scratch, comparing prices repeatedly, or hunting for old receipts. That time serves your guests better.
What if I forget a product on my standard list?
This happens initially. Review and adjust standard lists monthly based on what you missed. After 2-3 months, your lists will cover 95% of regular purchasing needs.
Do I need to tackle all suppliers at once?
Start with your largest supplier first. Create their standard list and establish fixed order times. Once that runs smoothly, move to the next supplier. Gradual implementation beats overwhelming yourself.
📚 Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
- Warenwetbesluit Bereiding en behandeling van levensmiddelen (2024) — Official source
- WHO — Foodborne diseases estimates (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
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