Choosing the right automated purchasing solution starts with identifying your specific needs as a hospitality or events company. Look at functionalities such as supplier management, order management, stock linking and integration with your existing systems. Compare different solutions in terms of ease of use, costs and ease of implementation to find the best match for your business.
Why automating your procurement is important
Automating purchasing processes offers hospitality and event companies concrete benefits that have a direct impact on your daily operations. Saving time is paramount, because you no longer have to manually calculate what you need to order for an event or an entire week.
The main advantage is cost management. You are less likely to buy too much because automated systems calculate exactly what you need based on your menus and guest numbers. This prevents waste and immediately improves your profit margin.
Error reduction is another major advantage. Manual cutting, pasting and calculating often leads to errors in orders. With automated purchasing, you no longer have these problems, because the system automatically calculates the correct quantities per supplier.
For event companies, this means you can respond more quickly to customer requests and provide more accurate quotes, because you have immediate insight into your purchasing costs and margins per dish, buffet or event.
What exactly is an automated procurement solution?
An automated purchasing solution is software that digitises and streamlines your purchasing processes. The system automatically calculates what you need to order based on your menus, recipes and guest numbers, and neatly distributes this per supplier.
For hospitality and event companies, this means that you can link ingredients to your dishes. When you approve a quote, a purchasing calculation is automatically generated that shows exactly what you need to order and where.
The system also takes your stock into account, so you only order what you really need. This prevents over-ordering and helps you keep control of your food costs per ingredient, dish and event.
Modern solutions integrate seamlessly with your existing workflow, from quotation to execution, so that all processes are connected and you maintain an overview of your entire business operations.
What features should your procurement software have?
Effective purchasing software for hospitality and events must include various core functions that align with your specific working methods.
| Function | Why it is important | Practical advantage |
|---|---|---|
| Supplier management | Overview of all contacts and prices | Order faster from the right supplier |
| Order management | Automatic calculation per supplier | No more manual calculations |
| Stock link | Insight into current stock | Prevents over-ordering |
| Recipe management | Linking ingredients to dishes | Automatic purchase calculation |
| Reporting | Insight into margins and costs | Better pricing |
Reporting capabilities are indispensable. You want real-time insight into your margin per ingredient, dish, buffet, package and event. This helps you make better pricing decisions and monitor profitability.
Integration with your existing systems is also important. The software must be able to communicate with your quotation system so that approved quotations automatically generate purchase calculations.
How do you choose between different purchasing systems?
Comparing different purchasing systems requires a systematic approach in which you apply practical criteria that suit your business operations.
Ease of use is paramount. Test whether your team can operate the system intuitively without extensive training. A good system feels natural and fits in with your working methods.
Integration options are crucial for hospitality and event companies. Check whether the system can link to your quotation software, accounting system and, if applicable, your website. Everything must work together seamlessly.
Look at the flexibility of the system. Can you easily add new suppliers? Can the system handle changing menus and seasonal ingredients? Is customisation possible for specific events?
Ease of implementation is also important. Choose a solution that you can quickly get up and running without months of implementation processes. Some systems are so user-friendly that you can set everything up yourself.
How much does a good automated procurement solution cost?
The costs of automated purchasing solutions vary greatly, but for hospitality and event companies, there are various pricing models available to suit different budgets.
Monthly subscriptions are the most common, often ranging from €50 to €300 per month, depending on the number of users and functionalities. Many providers also offer monthly contracts that can be cancelled at any time.
Implementation costs can vary from free self-setup to several thousand pounds for comprehensive onboarding. Choose a solution that suits your technical skills and available time.
You will usually see a quick return on investment. Thanks to fewer overorders, better margin control and time savings, you will often recoup your investment within a few months. The time savings involved in calculating purchases in particular quickly offset the costs.
Be aware of hidden costs such as additional modules, integrations or support. Always ask for a full cost breakdown before making a decision.
How do you successfully implement a new procurement system?
Successful implementation of a new procurement system requires a step-by-step approach that involves your team in the change process.
Start by setting up your basic data: suppliers, ingredients and recipes. Take your time to do this properly, because this forms the basis of your entire system.
Train your team gradually. Start with a small group of enthusiasts who will learn the system thoroughly. They can later help their colleagues and act as ambassadors.
Test the system first with a limited number of events or menus before switching over completely. This will help you identify any teething problems and refine processes.
Ensure you have good support during the transition. Many suppliers offer chat support, telephone assistance or online meetings to guide you through the process.
Communicate clearly to your team why you are introducing the system and what benefits it offers. Make tasks transferable so that not everything has to go through you anymore.
Making the right choice for your business
The best automated procurement solution is one that fits seamlessly with your specific working methods and offers growth opportunities for the future.
Make a list of your main bottlenecks: too much manual calculation, no insight into margins, unnecessary emails, or lack of overview. Choose a solution that directly addresses these issues.
Test various options with a free trial period. This allows you to experience how the system works in your daily practice without any obligations.
Consider the future as well. Can the system grow with your business? Are there expansion possibilities for other processes such as planning, invoicing, or customer management?
For hospitality and event companies that want to digitise their entire workflow, an all-in-one solution such as Catermonkey may be of interest. It integrates purchasing with quotation management, planning and invoicing in a single system, giving you everything under one roof and ensuring that processes are optimally aligned. Would you like to know more about how such a system can help your business? Please contact us for a personal consultation.
Ready to automate your purchasing?
Do you have ideas or questions about how automated purchasing can help your business? Catermonkey is happy to discuss how our platform can support your catering or events business. Whether you want to know how to save time when ordering, get a better grip on your margins, or are simply curious about the possibilities, we are happy to help.
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