Combining deliveries can save you hundreds of euros per year. Many restaurants order 2-3 times a week in small quantities, which means they pay delivery costs and don't get purchasing discounts. By smartly combining into one delivery per week, you save on costs and often get better prices.
Why multiple deliveries are expensive
Every delivery costs money, even if you don't always see it on your invoice. Suppliers pass transport costs through in their prices, and small orders rarely get discounts.
⚠️ Note:
Many suppliers have minimum order amounts. Below that, you often pay extra costs or don't get discounts.
Calculate your current delivery costs
Before you can save, you need to know what you're paying now. Add up:
- Delivery costs per order (often hidden in product prices)
- Admin time for multiple orders
- Missed purchase discounts due to small volumes
- Extra inventory costs from ordering more frequently
💡 Example:
Restaurant currently orders 2x per week from produce supplier:
- Monday order: €180
- Thursday order: €170
- Hidden delivery costs: €15 per delivery
- No volume discount below €300
Extra costs per week: €30 + missed discount
Calculate savings from one delivery
By switching to one delivery per week, you save on multiple fronts. The formula is:
Weekly savings = (Number of deliveries - 1) × Delivery costs + Volume discount
💡 Example calculation:
From 2 to 1 delivery per week:
- Delivery cost savings: 1 × €15 = €15
- Volume discount on €350: 3% = €10.50
- Less admin time: €5
Total weekly savings: €30.50
Per year: €30.50 × 52 = €1,586
What you need to arrange for one delivery
Combining only works if your inventory can handle it and products stay fresh. Check these points:
- Cooling capacity for larger inventory
- Shelf life of fresh products (5-7 days)
- Cashflow: larger order means higher invoice
- Planning: better estimate what you need for the whole week
⚠️ Note:
Fresh fish and meat often can't be stored for a whole week. You may need to keep a separate delivery for those products.
Combining different suppliers
You can also save by combining suppliers more smartly. Instead of each supplier 2x per week, create a schedule:
- Monday: vegetables and meat
- Thursday: fish and dairy
- Dry goods: 1x per 2 weeks
💡 Example combination:
Was: 4 suppliers × 2 deliveries = 8 deliveries/week
Becomes: 4 deliveries/week (smartly distributed)
- Savings: 4 × €12 delivery costs = €48/week
- Volume discounts: average €25/week
Total: €73/week = €3,796/year
Improve administration and planning
Fewer deliveries also means less admin. You save time on:
- Placing and checking orders
- Processing invoices
- Receiving deliveries
- Updating inventory records
This time savings is hard to calculate, but in practice it saves you at least 2-3 hours per week. At €25/hour, that's €150-225 savings per month.
How do you calculate the savings? (step by step)
Inventory your current deliveries
Count how many deliveries per week you receive from each supplier. Also note the average order amounts and check if there are minimum order amounts.
Calculate hidden delivery costs
Ask your suppliers about their delivery costs or estimate €10-20 per delivery. Also add up the time you spend ordering and receiving (approximately 30 minutes per delivery).
Check volume discounts
Ask each supplier from what amount you get a discount. Calculate how much extra discount you get if you do your weekly purchase all at once instead of spread out.
Add up total savings
Savings = (eliminated deliveries × delivery costs) + extra volume discount + time savings. Multiply by 52 for annual savings and check if it's worth your effort.
✨ Pro tip
Start with one supplier and test it for a month. If it goes well, expand to other suppliers. This minimizes risk and helps you learn what works and what doesn't in your kitchen.
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
Can I combine all suppliers into one day?
That depends on your cooling capacity and product shelf life. Fresh fish and meat often have a maximum shelf life of 3-4 days, so they're hard to store for a week.
What if I need something unexpectedly between deliveries?
Keep a small buffer and make arrangements with suppliers for emergency deliveries. Often you can do 1-2 emergency deliveries per month without negating your savings.
How much extra cooling space do I need?
About 30-50% more than now, because you're stocking for a longer period. Measure your current cooling capacity and check if expansion is needed before you switch.
Do I really get discounts on larger orders?
Most suppliers give 2-5% discount from a certain amount. Ask this explicitly - it's not always on the price list but many suppliers are willing to negotiate.
What do I do about the cashflow impact?
Your invoices get larger but come less often. Plan this into your cashflow and possibly discuss longer payment terms with suppliers for larger 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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