Setting up automatic orders for your hospitality business means that your software automatically orders ingredients and products when your stock falls below a certain level. You set minimum stock levels, link suppliers to your system and let the software handle the ordering process for you.
What are automatic orders in the hospitality industry?
Automatic orders are a digital workflow in which your software independently orders ingredients and products based on pre-set rules. The system tracks your stock levels and automatically places orders when products run out.
In practice, this works as follows: you set a minimum stock level for each product. As soon as your stock falls below this level, the system automatically sends an order to the appropriate supplier. This happens without you having to be there yourself.
This is particularly useful for hospitality and catering businesses, as you often work with many different ingredients. Think of fresh products that need to be replenished regularly, but also standard ingredients that you always want to have in stock.
The basic functionalities include stock monitoring, automatic order triggers, supplier connections and reporting. This gives you constant insight into what is being ordered and when.
How does an automatic ordering system work?
An automatic ordering system follows a clear step-by-step plan. You start by setting minimum stock levels for each product. This determines when the system places a new order.
Next, you link your suppliers to the system. You enter their contact details, product catalogues and delivery terms. The system then knows exactly which products need to be ordered from which supplier.
The automatic triggers ensure that orders are placed at the right time. The system continuously monitors your stock levels and compares them with your set minimum values.
When a product falls below the minimum level, the system automatically generates an order. This is sent to the appropriate supplier, often via email or a direct system link.
The technology behind this process uses databases to track inventory data and algorithms to determine when and how much to order. Everything happens in real time, so you always have up-to-date information.
What are the benefits of automatic ordering for your business?
The main advantage is time savings. You no longer have to manually keep track of which products are running low or place orders. This gives you more time for other important tasks in your business.
Forgotten orders are a thing of the past. The system operates 24/7 and never misses an order. This prevents situations where you suddenly find yourself without important ingredients during a busy period.
You get better stock control because the system keeps track of exactly what is in stock and what is being ordered. This gives you a clear overview of your stock management.
Cost savings are achieved because you have less excess stock and do not need to place emergency orders. You only order what you need, when you need it.
The operational efficiency of your business improves because processes are streamlined. Your team can focus on core activities instead of administrative tasks.
How do you choose the right software for automatic orders?
When choosing software, integration capabilities are important. The software must work well with your existing systems for invoicing, planning and inventory management.
Ease of use is crucial for everyday use. Your team should be able to operate the system easily without extensive training. Look for software with an intuitive interface.
Supplier connections determine which suppliers you can order from automatically. Check whether your current suppliers are supported or whether there are possibilities for connections.
Reporting functions give you insight into your ordering patterns, costs and stock levels. This helps you make better decisions about your purchasing.
Adaptability to your business needs is essential. Every hospitality business operates differently, so the software must be flexible enough to adapt to your specific working methods.
What settings do you need to configure for a properly functioning system?
Start by determining minimum stock levels for each product. This requires knowledge of your consumption patterns and supplier delivery times. Do not set these levels too low to avoid shortages.
Enter all supplier details carefully. This includes contact information, product catalogues, prices and delivery terms. Make sure this information is always up to date.
Set order frequencies that suit your business rhythm. Fresh products may need daily checks, while non-perishable products can be checked weekly.
Test the system thoroughly before you start using it fully. Place a few test orders to check that everything is working correctly. Check that orders are sent to the right suppliers.
Optimise the system regularly based on your experiences. Adjust stock levels if you notice that you are ordering too much or too little. A good system grows with your business.
Automatic orders: the smart choice for modern hospitality businesses
Automatic orders are a logical step in the digitisation of your hospitality business. They save time, reduce errors and significantly improve your operational efficiency.
The technology has now advanced to such an extent that implementation has become simple and accessible. You don’t need to be a technical expert to reap the benefits.
For modern hospitality businesses that want to grow and compete, automated hospitality purchasing is no longer a luxury but a necessity. It gives you the freedom to focus on what really matters: serving your guests.
CaterMonkey helps hospitality professionals automate their ordering process. Our software integrates seamlessly into your existing workflow and grows with your business. From small catering services to large event venues, automatic orders make the difference between frantic improvisation and professional planning.
By choosing automation, you are investing in the future of your business. You gain more control, better margins and satisfied customers who can count on consistent quality. Would you like to know more about how quotations and orders can be automated? Please contact us for a personal consultation.
Plan your brainstorm with Catermonkey!
Do you have ideas or questions about how automatic orders can support your hospitality business? Catermonkey is happy to discuss the possibilities our platform offers for your specific situation. Schedule your brainstorming session with Catermonkey! during a no-obligation brainstorming session in which we will work together to find the best solutions for your business.
