Picture this: you're scanning your supplier list, trying to decide who to call for tomorrow's beef order, but all you see are names and phone numbers. Meanwhile, you could be overpaying by 15% simply because you can't quickly compare your options. Smart column additions transform your supplier overview into a money-saving tool.
Add price comparison columns
Contact details alone won't help you make smart purchasing decisions. These columns reveal exactly where money's slipping through the cracks:
- Price per kg/liter for your top ingredients
- Minimum order (some are pricier but have lower minimums)
- Delivery frequency (daily vs. 2x per week)
- Payment terms (7 days vs. 30 days cashflow difference)
💡 Example beef comparison:
- Supplier A: €24.50/kg - minimum €150 - 2x/week
- Supplier B: €26.00/kg - minimum €75 - daily
- Supplier C: €23.80/kg - minimum €300 - 1x/week
Now you see immediately: A is cheapest for large orders, B for flexibility.
Highlight your top 10 ingredients
Sure, you might stock 200+ ingredients, but just 10 of them eat up 60% of your purchasing budget. Focus your comparison efforts here:
- Meat (beef, pork, chicken)
- Fish (salmon, sole, shrimp)
- Dairy (butter, cream, cheese)
- Vegetables (seasonal products that cost a lot)
⚠️ Watch out:
Always compare the same quality. Grade A salmon at €32/kg is different from Grade B at €28/kg. Note the quality grade alongside it.
Calculate the actual cost per order
Price per kilo tells only part of the story. Delivery costs, minimum orders, and payment terms change everything:
💡 Example actual costs:
€200 vegetable order:
- Supplier A: €200 + €15 delivery = €215 (7 days payment)
- Supplier B: €210 + free delivery = €210 (30 days payment)
B seems pricier, but longer payment terms are better for cashflow.
Create a monthly update routine
Prices shift constantly. Especially for seasonal products and meat. This one area represents one of the most common blind spots in kitchen management - outdated pricing data leading to poor purchasing decisions. Update your overview monthly:
- Week 1: Check meat prices (change often)
- Week 2: Check fish and seafood
- Week 3: Check dairy and eggs
- Week 4: Check vegetables and seasonal products
This approach keeps you current without eating up hours each week.
Use colors for quick recognition
Make your overview visual with colors:
- Green: Cheapest supplier per product
- Orange: Average price
- Red: Most expensive (only use when necessary)
One glance at your list reveals exactly where savings hide.
💡 Example savings:
Using this approach, café De Brug discovered they were overpaying €180/month for chicken. Simply by switching to the cheapest supplier.
Per year: €180 × 12 = €2,160 savings
How do you create a clear supplier overview?
Create columns for comparison
Add columns for price/kg, minimum order, delivery frequency and payment terms. Focus on your 10 most used ingredients.
Gather current prices
Call your suppliers and ask for current prices of your top ingredients. Also note the quality grade (A, B, or premium).
Calculate actual costs
Add delivery costs and minimum orders to the product price. Mark the cheapest option per ingredient in green.
✨ Pro tip
Color-code your supplier prices by updating them every 2 weeks - green for cheapest, yellow for mid-range, red for expensive. You'll spot overpriced orders within 30 seconds of opening your list.
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
Should I always choose the cheapest supplier?
No, also look at quality, reliability and payment terms. Sometimes €1 extra per kilo is worth it for better quality or service. Consider the total value, not just the lowest price.
What if a supplier suddenly becomes much more expensive?
First ask why - seasonal changes, quality improvements, or market conditions. If there's no good reason, switch to your backup supplier. Always maintain at least 2 suppliers per main ingredient.
How do I prevent ending up with too many different suppliers?
Limit yourself to 5-7 suppliers maximum. More becomes unmanageable for administration and relationships. Look for suppliers with broad product ranges to consolidate orders.
📚 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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