Most restaurant owners assume suppliers stick to agreed pricing throughout the year. Reality check: suppliers slip in price increases regularly, and without proper controls, you're bleeding money with every delivery. This simple routine stops overcharges before they hit your bottom line.
Create a delivery control checklist
Smart control begins with documenting what you ordered and the exact price. Without this reference point, you're only checking quantities while missing the pricing errors that really hurt.
💡 Example delivery list:
Ordered from Jansen Meat Company:
- Beef tenderloin: 5kg × €28.50/kg = €142.50
- Chicken fillet: 3kg × €12.80/kg = €38.40
- Salmon fillet: 2kg × €24.00/kg = €48.00
Expected total: €228.90
Keep this list handy on your phone or printed copy. You'll need it right there during unloading to catch discrepancies immediately.
Check systematically with every delivery
Transform each delivery into a quick 5-minute audit. This tiny time investment prevents hundreds in monthly overcharges from slipping through.
- Quantities: Invoice weight versus actual delivery weight
- Per-kilo rates: Match against your agreed pricing
- Quality standards: Everything fresh and meeting specifications
- Final totals: Math adds up correctly
⚠️ Watch out:
Suppliers love switching between per-piece and per-kilo pricing mid-contract, or quietly changing package sizes. Always double-check the units on every invoice.
What to do when prices don't match
Price mismatches happen frequently – your response speed matters. Most suppliers will correct honest errors once you call them out professionally.
💡 Example conversation:
"Hi Jansen, today's invoice shows €30.50 for beef tenderloin, but our agreement is €28.50. Can you check this?"
Most times you'll get a credit note or corrected invoice within hours.
- Address immediately: Don't stockpile issues for month-end
- Document everything: Screenshot price confirmations and email agreements
- Monitor your wins: Track exactly how much these calls save you
Keep price agreements digitally
A simple spreadsheet or mobile app with current supplier rates makes checking lightning-fast. Update this master list every time you negotiate new pricing.
💡 Example price list:
Jansen Meat Company (valid from March 2025):
- Beef tenderloin: €28.50/kg
- Chicken fillet: €12.80/kg
- Pork loin: €22.00/kg
Update: price increase from April 1st - create new list!
From analyzing actual purchasing data across different restaurant types, focusing on your 10 most expensive ingredients yields the biggest savings impact. These high-value items show pricing errors most clearly and deliver immediate cost recovery.
How do you check deliveries systematically?
Create an order overview
Note what you ordered with quantities and agreed prices. Print this out or put it on your phone for during delivery.
Compare invoice with order
Check with every delivery: do quantities, prices per kilo and total amount match? Watch out for different units (per piece vs per kilo).
Respond immediately to discrepancies
Call your supplier right away if prices don't match. Keep confirmation of your agreement and ask for a credit note if there are errors.
✨ Pro tip
Write down your monthly delivery checking savings in a notebook. Most operators find they were getting overcharged €400-700 monthly once they start this 5-minute routine consistently.
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
How often do suppliers raise prices without proper notification?
Most suppliers bump prices 2-4 times yearly without clear heads-up. Meat and seafood vendors especially make frequent micro-adjustments that fly under the radar.
What if my supplier insists they already told me about a price change?
Ask for written proof of that notification. If you never got it, stick to your previously agreed rate until they provide proper written notice.
Should I challenge every tiny pricing discrepancy I spot?
Yes – small overages multiply fast. A €0.50 per kilo error on 20 kilos weekly costs you €520 yearly. That phone call pays for itself immediately.
What's the smartest way to organize price agreements?
Email screenshots or WhatsApp confirmations work great. Sort by supplier name and date, updating whenever you negotiate new rates.
What if I'm swamped and can't check every delivery?
Start with your biggest supplier and priciest items like meat and fish. This covers about 80% of potential savings while requiring minimal time.
How should I handle seasonal price changes from suppliers?
Set clear expectations upfront about seasonal adjustments. Demand 7-day written notice for any seasonal changes, and get new rates confirmed before they start.
📚 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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