Preventing surpluses with automated purchasing starts with smart inventory control that automatically calculates your purchases based on your planned events and existing inventory. By linking ingredients to dishes and quotes, you know exactly what you need and when. This eliminates guesswork and ensures that you only order what you actually use.
Why automated procurement is the solution for surpluses
Automated catering procurement solves the problem of surpluses by basing your orders on exact needs rather than estimates. The system automatically calculates what you need per event, per week or per month.
For hospitality and event entrepreneurs, this means no more frustrating feelings of “have I ordered too much?” You get predictable purchasing that matches your actual demand. No more ingredients that go past their use-by date, no more unnecessary costs for products you don’t use.
The biggest advantage is accuracy. Traditional purchasing is often based on gut feeling or previous experience. Automated systems use your current schedule and calculate exactly what you need. This not only saves money, but also time and stress.
What exactly is automated procurement?
Automated purchasing is a system that automatically calculates your orders based on your planned events, menus and current stock. The difference with traditional purchasing is that you no longer have to calculate or guess manually.
The system works by linking ingredients to dishes and those dishes to quotes. When you approve a quote, the system immediately knows which ingredients you need and in what quantities. This is automatically converted into order lists per supplier.
Technically speaking, the system integrates various parts of your business: your menus, your planning, your stock and your suppliers. Everything is connected so that information flows automatically from quotation to purchase.
The possibilities are endless. For example, you can set the system to automatically place orders when your stock falls below a certain level, or you can choose to receive a weekly overview of what you need to order.
How does automatic stock control work in practice?
Automatic stock control keeps track of what you have in stock and what you need for upcoming events. The system automatically deducts ingredients from your stock when you plan or execute an event.
Automatic stock control keeps track of what you have in stock and what you need for upcoming events. The system automatically deducts ingredients from your stock when you plan or execute an event.
The systems involved are your menu database, your stock records and your event planning. These communicate constantly with each other to provide an up-to-date picture of what you need.
This helps prevent over-purchasing because you never order more than you need. The system takes into account what you already have and what you are actually going to use.
What are the benefits of automated purchasing for catering companies?
The benefits for catering companies are immediately noticeable in your daily operations. Cost savings are paramount: you only buy what you need, which drastically reduces waste.
Time savings are another major advantage. Instead of calculating each event manually, this is done automatically. The time you normally spend creating purchase lists can now be used for other important matters in your business.
For event entrepreneurs, this also means better control over your margins. You know exactly what each event costs in terms of ingredients, allowing you to price more accurately and monitor your profitability. This also helps you optimise your sales strategy.
| Advantage | Traditional procurement | Automated purchasing |
|---|---|---|
| Time spent | Calculate hours per week | Checking minutes |
| Accuracy | Based on estimate | Exact calculation |
| Waste | 10-20% surplus | Minimum surpluses |
| Stress level | High (uncertainty) | Low (confidence) |
How do you start implementing automated procurement?
Implementing automated purchasing starts with digitising your recipes. Make sure you have accurately recorded all the ingredients for each dish, including the correct quantities.
Step two is linking your suppliers to the system. Make a list of which products you order from which supplier and ensure that this information is entered into the system.
Next, you will enter your current stock. This is a one-time task that lays the foundation for all future calculations. The system needs to know what you already have in order to calculate what you still need.
The final step is testing and adjusting. Start with a few events to see if the calculations are correct. Adjust the recipes or quantities where necessary until everything works perfectly.
For successful implementation, it is important that your team cooperates. Make sure everyone understands how the system works and why it is important to keep track of stock movements.
Smarter purchasing means less waste
Automated purchasing transforms the way you run your catering business. By using exact calculations instead of estimates, you can control your costs and drastically reduce waste.
The most important points to remember: link ingredients to dishes, keep track of your stock and trust the system’s calculations. This saves time, money and stress.
We have fully integrated this functionality into our system. From the moment you create a quote to generating your purchase lists per supplier, everything happens automatically. This allows you to focus on what you do best: providing great events and catering. Would you like to know more about how this can help your business? Contact us for a personal demonstration.
Plan your brainstorm with Catermonkey!
Do you have questions about automated purchasing or would you like to know how Catermonkey can support your business? We would like to invite you to a no-obligation brainstorming session! Whether you have ideas about optimising your purchasing process or are simply curious about the possibilities, Catermonkey would be happy to discuss with you how our platform can take your business to the next level.
Plan your brainstorming session with Catermonkey! Click here to schedule an appointment and discover how you can make your catering or hospitality business smarter and more efficient.
