Automatic purchasing systems can save catering companies between 15-25% of their purchasing costs through time savings, fewer errors and better supplier management. The actual savings depend on your company size, current processes and how well you implement the system. Most companies see noticeable results within 3 months.
What exactly are automatic purchasing systems?
Automated hospitality purchasing systems are software solutions that digitise your purchasing process from start to finish. These systems take over many manual tasks that you would normally have to do yourself.
In the catering industry, these systems work by linking your recipes and menus to ingredients. When you create a quote, the system automatically calculates which ingredients you need and organises them by supplier. You no longer have to manually calculate how many tomatoes you need for 50 people or which supplier to call.
The main processes that are being automated are:
- Automatic calculation of ingredients per event
- Organisation of orders by supplier
- Stock monitoring and reordering
- Price comparison between suppliers
- Generating purchase lists and work orders
Where can you save the most money with automated purchasing?
The greatest savings are in time and error prevention. Many caterers spend hours each week calculating purchases and make costly mistakes in the process.
Here are the main savings categories:
| Savings category | Average savings | Practical example |
|---|---|---|
| Time savings in administration | 5-8 hours per week | No more manual calculations |
| Fewer purchasing errors | 10-15% less waste | No duplicate orders or shortages |
| Better supplier management | 5-10% lower purchase prices | Automatic price comparison |
| Inventory optimisation | 20-30% less excess stock | More precise planning of quantities |
A practical example: if you normally spend three hours calculating purchases for a week, the system does this in ten minutes. You can spend those two and a half hours acquiring customers or coaching your team.
How do you calculate the potential savings for your company?
Start by analysing your current costs in three categories: time, errors and inefficiency.
Follow these steps:
Step 1: Measure your time investment
For one month, record all purchasing-related errors: over-ordering, under-ordering, incorrect products, missed deliveries. Calculate how much these errors cost you.
Step 3: Analyse your current expenditure
Expect 60-70% of the theoretical savings for the first year. Full optimisation takes time.
What factors determine how much you actually save?
Your company size and complexity largely determine how much you save. Larger companies with more suppliers and more complex menus usually benefit more from automation.
Important factors are:
Company size: Small caterers (fewer than 50 events per year) mainly save time. Large companies also save substantially on error costs and supplier management.
Type of catering: Companies with standard menus see results faster than companies that offer a lot of customisation. However, customisation companies often have more to gain in the long term.
Current processes: Do you still work a lot with pen and paper or Excel? Then the savings will be greater than if you already use digital tools.
Supplier relationships: Do you have regular suppliers with good agreements? Then the savings are more in terms of time than in purchase prices.
Implementation quality: Teams that fully embrace the system and provide adequate training see 2-3 times more savings than teams that implement it half-heartedly.
How long does it take before you see the savings?
You will notice time savings almost immediately, often within the first week of use. Other savings take more time to become apparent.
Here is a realistic timeline:
First month: You save time on administration and make fewer calculation errors. This immediately saves you 3-5 hours per week.
Month 2-3: You gain a better understanding of your purchasing patterns and start ordering more efficiently. Food waste decreases noticeably.
Months 4-6: Your supplier management is optimised. You can negotiate better because you know exactly what you are ordering and can compare prices.
After 6 months: All the benefits come together. You have a clear overview of your margins per dish and can purchase more strategically.
Most companies recoup their investment in automated purchasing systems within 6-8 months through a combination of time and cost savings.
Conclusion: smart procurement starts with the right tools
Automatic purchasing systems offer catering companies concrete savings by streamlining processes and preventing errors. The biggest gains lie in time savings and better control over your purchasing costs.
The main savings opportunities are time savings on administration, less food waste through more accurate planning, and better supplier management through overview and comparison options.
Catermonkey has been helping catering companies automate their purchasing processes for years. Our system automatically links ingredients to dishes and quotations, so that your purchases are calculated directly per supplier. From quotation to work list, everything is integrated.
Want to know what automated purchasing can do for your business? Start by tracking your current time investment in purchasing. For one week, measure how much time you spend on calculations, phone calls with suppliers, and stock control. You can then spend that time on what really matters: organising great events for your customers.
Ready to optimise your purchasing process?
Do you have questions about how automated purchasing systems can help your catering business? Or are you curious about the possibilities for your specific situation? We would be happy to discuss how our platform can support your business in streamlining processes and achieving concrete savings. Please contact us for a personal consultation.
Plan your brainstorming session with Catermonkey! Click here to schedule an appointment and discover the possibilities for your catering business.
