Picture this scenario: you're throwing away €3,400 worth of salmon annually because your supplier insists on weekly 15kg orders. Most suppliers push for large orders to maximize their margins, but you're stuck with the spoilage costs. Transform your waste tracking into concrete numbers that prove smaller orders benefit everyone.
Why suppliers want large orders
Suppliers make more money on large orders. Their transport costs stay the same, but the order value increases. For you, this often means too much inventory that spoils.
⚠️ Note:
A supplier who only accepts large orders shifts their inventory risk to you. You bear the costs of spoilage and waste.
Collect your waste data
Start tracking what you're tossing and why. After managing kitchen operations for nearly a decade, I've learned that detailed waste categories reveal the real patterns:
- Spoilage from storage: products that pass their expiration date
- Overproduction: too much purchased for demand
- Quality loss: products that can no longer be sold
- Seasonal effect: products that suddenly become less popular
💡 Example:
Restaurant with large fish orders (1x per week, 15kg):
- Purchased: 15kg salmon at €22/kg = €330
- Wasted due to spoilage: 2kg = €44
- Wasted due to quality loss: 1kg = €22
Waste per week: €66 (20% of purchase)
Scale waste into annual figures
Suppliers think in volumes and yearly turnover. Make your waste numbers impossible to ignore by scaling them up:
Formula: Weekly waste × 52 weeks = Annual waste
💡 Example calculation:
Same restaurant as above:
- Waste per week: €66
- Per year: €66 × 52 = €3,432
- That's 156kg of salmon going into the trash
Argument: "I throw away €3,400 of your salmon annually because of orders that are too large."
Calculate the cost of smaller orders
Many suppliers charge extra for smaller or more frequent deliveries. Calculate what this costs versus your current waste:
- Extra delivery costs: for example €15 per additional delivery
- Higher per-kilo price: sometimes 5-10% more expensive with smaller quantities
- Administrative costs: more invoices and orders
💡 Example comparison:
Current situation (1x per week, 15kg):
- Purchase: €330
- Waste: €66
- Total cost: €396
Alternative (2x per week, 8kg):
- Purchase: 16kg × €23 = €368 (slightly more expensive per kg)
- Extra delivery: €15
- Waste: €15 (much less spoilage)
- Total cost: €398
Difference: only €2 more expensive, but 75% less waste
Frame it as mutual benefit
Don't approach this as confrontation with your supplier. Present it as a proposal that helps both parties:
- For you: less waste, better cash flow, fresher products
- For them: more loyal customer, more predictable orders, fewer quality complaints
- For both: stronger partnership and reduced risk
⚠️ Note:
Don't come with demands, but with a proposal. "Can we try this for 2 months?" works better than "You must accept smaller orders."
Use seasonal data as extra ammunition
Much waste happens due to seasonal changes. Show how smaller orders help you better respond to demand changes:
- Summer products that suddenly sell less in September
- Winter dishes that no longer move in early March
- Holiday effects on certain ingredients
With smaller, more frequent orders, you can switch faster without large inventories that become worthless.
How do you prepare for the supplier conversation? (step by step)
Collect 4-6 weeks of waste data
Track what you throw away, why, and what it cost. Note the date, product, quantity, and reason (spoilage, overproduction, quality). This gives you concrete numbers to negotiate with.
Convert waste into euros per year
Multiply your average weekly waste by 52. This makes the impact bigger and more impressive. A supplier understands €3,000 per year better than €60 per week.
Calculate the cost of smaller orders
Ask your supplier what smaller, more frequent deliveries would cost. Calculate this against your current waste. Often the difference is smaller than you think, while your risk becomes much lower.
✨ Pro tip
Track your waste patterns for 8 weeks, then present your annual waste figure first - suppliers respond more seriously to "I'm throwing away €3,400 of your products yearly" than weekly numbers. Follow immediately with your proposed solution.
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 refuses to deliver smaller orders?
Look for compromises: maybe 2x per week instead of 1x, or a mix of shelf-stable and fresh products. If they really refuse, consider switching to a more flexible supplier.
How long should I collect waste data before a conversation?
At least 4 weeks, preferably 6-8 weeks. This gives you a reliable average and shows seasonal effects. Data that's too short can be accidentally high or low.
Should I approach all suppliers at the same time?
Start with your largest supplier or the one where you waste the most. If that's successful, use it as an example for other suppliers.
What if smaller orders end up costing more?
Then at least you have concrete numbers. Sometimes buying slightly more expensive is cheaper than throwing a lot away. Plus: you always have fresh products and better quality.
📚 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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