How do I easily put together a kitchen supplies list for every order?

Putting together a good kitchen supplies list starts with sorting ingredients and equipment by dish. You work out quantities based on the number of guests and the type of menu, let software do the sums, and order at the moment that suits each item's shelf life. That way you throw away less and never run out of cream on the day itself, because you work through the same list of ingredients for every order.

What's the best way to categorise your kitchen supplies?

The handiest way to categorise your kitchen supplies list categorise your kitchen supplies list is in groups that match how you actually buy: fresh produce, dry goods, herbs and spices, dairy, meat and fish, and equipment. That way you work through your list from top to bottom and skip nothing.

Set up fixed groups that match the way you already order and receive deliveries. Fresh produce like vegetables and fruit arrives at a different time than dry goods, so keep those separate. Herbs and spices usually get their own group, because you need small amounts and they keep for a long time. Factor that in when you order.

You can also categorise your list by supplier. If you always buy from the same greengrocer, butcher and baker, split your supplies list so you end up with one order per supplier. That saves retyping the same overview three times. For your catering planning it also helps to separate what you always keep in stock from what you need to order specially per event.

Whatever structure you choose, get the categorising right once and then reuse it every week. After a month, your cooks can work through the list without thinking about it, and that's exactly the point.

How do you work out the right quantities for every order?

You work out quantities by multiplying the number of guests by the portion per dish. Allow a margin of 10 to 15% so you don't come up short, but also look at the type of event and what you had left over from similar orders.

For kitchen orders, the difference between main ingredients and the rest matters. For meat or fish you work out a fixed amount per person, while vegetables and sauce give you more room. Work with recipes that already have quantities per ingredient and per person built in, and the list rolls out automatically for any number of guests.

Factor in the type of guests and the time of day. A lunch uses less than a dinner, and people eat differently at a colleagues' borrel than at a wedding. Experience teaches you where to adjust, but start with ratios you've already run before. For regular clients, pull up the order list from last time and adjust for what was left over then.

Note afterwards what came back. Two tubs of mince left over and the salad completely gone: that's the kind of note that helps with your next orders, because it tells you which ingredients to buy more generously and which more tightly.

Which tools make putting together a supplies list easier?

For catering supplies, you usually work with a spreadsheet, catering software or an app on your phone. These work out quantities, link ingredients to dishes and split your order across your suppliers.

A spreadsheet is a fine starting point, because a formula per dish lets you work out how much you need for any number of guests. You make one sheet per type of event and reuse it. The advantage is that you keep everything in your own hands, including the layout.

Catering software goes further. It builds your quotes based on your menu, and once it's approved, prepares the purchasing list per supplier. It costs you an afternoon to get your recipes and suppliers set up properly the first time, but you get that back as soon as you run your second event through it.

When you choose, think about how you write your recipes now. Catering software that forces you to overhaul everything ends up unused. The same goes for software that won't store your recipes ingredient by ingredient. Work with something that lets you add a dish between two orders, in passing.

How do you avoid forgetting key ingredients?

A fixed checklist that you work through for every event works best. Put all the basic ingredients you always need on it, and add whatever this particular menu needs extra. Then check your list once more, dish by dish, and don't forget the garnish.

Work through each recipe from top to bottom. Start with the main ingredients, then move to the flavourings like herbs and spices, and finish with the basics: oil, salt, pepper, butter. For your kitchen organisation, add the packaging and crockery straight away, or you'll trip over that later.

Write down what you forgot and why. Add a note to the recipe about the ingredients you keep overlooking. Also think about season: asparagus doesn't exist in October, so work out in advance what you'll use instead. A kitchen management approach like this makes sure you work the same way every time, so you come up short less often.

When's the best time to put together your supplies list?

The best time to put together your supplies list is right after an order is confirmed, but you only place the order at the moment that suits each product. Fresh produce you usually order 1 to 2 days ahead, while dry goods and special ingredients take longer to arrive.

Plan your orders so fresh produce arrives at the right moment. You want vegetables and fruit as fresh as possible, while meat and fish can often come a day earlier. Factor in weekends and public holidays, because your supplier doesn't deliver then and your orders can shift by a day.

For large events, put your list together in two parts. First the non-perishables you can order well ahead, then a separate list for the fresh ingredients for the last few days. That way your cold storage isn't full to bursting, and everything still arrives on time. Spreading an order out like that keeps your catering planning calm in the week before the event.

A well-thought-out supplies list is the foundation for kitchen orders that add up. By categorising, working with fixed quantities and letting software do the sums, putting your list together becomes a ten-minute job instead of an evening's work. Catermonkey works out your supplies list from your recipes and the number of guests on the quote, then splits it by supplier, so your order goes out without you retyping a thing. Want to see how that works for your menus, get in touch, or try it yourself.

Frequently asked questions

How do you handle sudden changes to the guest count right before the event?

Keep a buffer of 15 to 20% for last-minute changes. Agree with your suppliers how late you can still add to an order, and make a short list of ingredients you can still pick up that same day. For the products your menu depends on, buy a bit too much rather than too little.

What do you do when a supplier suddenly can't deliver a product?

Work out in advance, for every main ingredient, what your backup is: another supplier or another ingredient that fits the same dish. Keep your backup numbers to hand, and call your client as soon as you know the menu is changing. With two or three suppliers per product group, you're rarely left empty-handed.

How do you avoid food waste when putting together supplies lists?

Work with portions that actually add up, and look at what was left over from earlier events. Note per dish how much came back and adjust your quantities next time. Also decide in advance what you'll do with leftovers, for example staff meals or an arrangement with a food bank.

What common mistakes should you avoid when putting together a supplies list?

Most often forgotten: the garnish and the side dishes, the season for your produce, and the time preparation itself takes. Also check you have enough basics in stock: oil, salt, butter and your usual spices. They rarely make it onto the list and are always just out.

How do you organise your supplies list for events with multiple courses or buffets?

Make a separate block per course or buffet section and number them, so you keep an overview. Add when each part needs to be ready, so you know what you need and when. For a buffet, allow roughly 20 to 30% more than for a plated menu.

Wat is de beste manier om kosten in de gaten te houden bij het opstellen van je lijst?

Add a price column next to your supplies list and update it as soon as a supplier changes their price. Agree an amount per person and keep an eye on that as you build the list. Factor in seasonal prices for fresh produce, since those swing the most.

How do you share your supplies list quickly with your kitchen team?

Make a separate list per cooking station or per person and share it in good time. If you work with software, everyone sees the latest version straight away and you don't have to pin up a new printout. Go through the list briefly with your team before cooking starts, so questions come up before the pans are on the heat.

Which tools do you use for a kitchen supplies list?

A spreadsheet with formulas per dish is the cheapest starting point and works fine up to around ten events a month. Beyond that, catering software pays off, because it pulls the quantities from your recipes and splits your order by supplier. Avoid loose notes apps, because the latest version gets lost in them.

Are free tools enough for a small caterer?

For a few events a month, a shared spreadsheet and a shopping list on your phone will get you a long way. You'll notice yourself when it starts to pinch: when you're redoing the sums every time the guest count changes. At that point the move to software pays for itself in the sums you no longer have to do.

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