Automatic purchasing differs from traditional ordering methods in that it uses digital automation instead of manual processes. With automatic purchasing, software generates orders based on stock levels and event planning, while traditional methods rely on telephone orders, emails and paper forms. This results in time savings, fewer errors and better cost control for catering companies.
What does automatic purchasing mean for catering companies?
Automated catering procurement is a digital process in which your procurement system automatically generates orders based on pre-set criteria. The system looks at your stock levels, planned events and recipes to determine exactly what you need and when.
In practice, this means that you link ingredients to dishes in your system. As soon as a customer approves a quote, the software automatically calculates which products you need to order and organises them clearly by supplier.
The system also takes your current stock into account. If you still have enough onions for the weekend, the system will not reorder them. This prevents unnecessary purchases and waste.
How do traditional ordering methods work in practice?
With traditional purchasing processes, you do everything manually. You call suppliers, send emails or use paper order forms. Many caterers are familiar with this ritual: picking up the phone early on Monday morning and calling all suppliers.
You have to calculate what you need for upcoming events yourself. This means browsing through all the quotes, checking recipes and counting stock. Then you write everything down on lists or in spreadsheets.
This method requires a lot of personal contact with suppliers. You build relationships by regularly calling and discussing prices and delivery dates. Many entrepreneurs like this because it gives them direct control over the process.
| Traditional method | Time investment per week | Error sensitivity |
|---|---|---|
| Order by telephone | 3-5 hours | High |
| Email orders | 2-4 uur | Average |
| formulate on paper | 4-6 hours | Very high |
What are the advantages of automatic purchasing compared to manual ordering?
The biggest advantage is time savings. What normally takes hours can now be done in minutes. The system automatically calculates your purchase as soon as a quote is approved.
You make fewer mistakes because the system knows exactly which ingredients belong to which dishes. No more forgotten products or duplicate orders because you didn’t know that a colleague had already ordered.
Inventory control will be much better. You will have real-time insight into what you have and what you need. This prevents both shortages and unnecessary purchases that cost you money.
Cost control becomes easier because you can see exactly how much each event costs in terms of ingredients. Your food margin becomes transparent per dish, buffet and event.
What are the disadvantages of traditional procurement processes?
Traditional purchasing is time-consuming. Every week, you spend hours on the phone, sending emails and doing calculations. That’s time you could be spending on acquiring customers or developing your business.
Human errors occur regularly. You forget ingredients, order too much or too little, or make mistakes in your calculations. These errors cost money and can jeopardise events.
Inconsistent orders are another problem. One week you order too much, the next week too little. This makes planning difficult and increases your costs.
The overview is often missing. You don’t know exactly how much events cost in terms of ingredients, which makes it difficult to set the right price.
How do you choose between automatic and traditional ordering methods?
The size of your business plays an important role. Small caterers with a few events per week can often still manage well with traditional methods. Larger companies benefit more from automation.
Consider the complexity of your operations. Do you work with many different suppliers and ingredients? Then automation is valuable. Do you have a limited range? Then manual ordering may suffice.
Available resources are important. Automation requires an investment in software and time to set up the system. Traditional methods mainly require time from you or your employees.
Consider your growth ambitions as well. Do you want to expand your business? Then automation is often necessary to handle the additional complexity.
Key insights into modern procurement processes
The choice between automated and traditional purchasing depends on your specific situation. Automated hospitality purchasing offers clear advantages in terms of time savings, accuracy and overview, especially for growing businesses.
Traditional methods remain valuable for smaller operations where personal relationships with suppliers are key. It’s not about good or bad, but about what suits your business best.
Many caterers opt for a hybrid approach. They automate basic purchasing but maintain telephone contact for special products or last-minute changes.
At Catermonkey, we see every day how automation helps catering companies grow. From automatic purchasing calculations to work lists that roll directly from approved quotes. The goal is always the same: more time for what really matters in your business.
Ready to optimise your purchasing process?
Do you have questions about automated purchasing or are you curious about how Catermonkey can support your business? We are happy to discuss the possibilities our platform offers for your specific situation. Whether you have ideas, want to dispel doubts or simply want to discover what is possible, we are here to help.
Please contact us for a no-obligation consultation. Plan your brainstorming session with Catermonkey!
