Restaurant owners must leverage relationships with a food distributor to ensure that they have the ingredients they need to serve their customers. Supplier selection is key, and you may work with a variety of local food distributors to increase your availability to ingredients.

food distributor

When working with suppliers, here are a few strategies to leverage:

1. Find Suppliers for All of Your Needs

You can definitely work with one main supplier who is able to offer all the needed ingredients, but you should work with multiple suppliers. You don't want to put your restaurant's future in the hands of just one food provider.

There are four main types of distributors, and it's not a bad idea to work with any of them:

  • Broadline distributors. One that fits all vendor selection criteria. This option can cut down the need for multiple suppliers. There are thousands of ingredients available for food service operators.
  • Specialty distributors. If you offer specialty items, you need to know how to find suppliers that specialize in a specific industry. You may work with local fisheries if you offer primarily seafood to your patrons. Some suppliers may also work in a special niche, like those offering goods primarily to Mexican restaurants.
  • Redistributor. A distributor that does not sell directly to restaurant owners. These operators will work with smaller distributors to offer options to the food industry when you cannot purchase in bulk.

Of course, you can also go to a cash and carry establishment, such as Sam's Club, to purchase goods. The downside is that some of the goods may not be in stock.Broadline and specialty distributors are a great option to work with.

If your restaurant can purchase items in bulk, you'll be able to negotiate deals with thes e companies that can help your restaurant maintain high profit margins.

It's important to work with a local food distributor that has been in business for a long time and has a good reputation. But keep other options in mind in the event that your main distributor does go out of business.

2. Inquire About Volume Discounts 

Supply distributors, primarily those that are larger in size, may offer you volume discounts. If you order over 500 pounds of pasta, for example, you may be able to receive a 10% discount. 

Goods that you sell most often should be the first that you ask the supplier about. If you're a high-volume purchaser, you may be able to further negotiate discounts that can save your restaurant more money.

Small, specialty suppliers will not have the same leverage to offer discounts as a broadline food distribution company.

how to find suppliers

3. Make Yourself Familiar with Customer Service

A reliable supplier will have customer service agents ready and waiting to provide you with the best service possible. These suppliers may offer dedicated support that will be able to help you:

  • Find ingredients
  • Find alternative ingredients
  • Find niche products

The larger your restaurant, the more willing customer support will be when trying to help you locate different goods.

You may be able to work with these larger distributors to source goods that they currently do not offer. It's an easier, one-stop-shop option that allows you to source most, if not all, of your ingredients from one main distributor. You'll spend less time finding a distributor when choosing a large, regional food distributor.

4. Work with Foodservice Distributors to Find Unique Products

Distribution companies can help you source all of your napkins, takeaway boxes and other items. But they can also be helpful when you need unique items for your business.

Food and beverage distributors, for example, may be able to provide you with unique drinks for your patrons. A specialty drink from Mexico would fit well for a Mexican restaurant and adds a whole new appeal to your location.

You can also use these vendors to find other products, such as:

  • Eco-friendly options
  • Better takeaway options

Reputable suppliers will work with you to offer the best, newest products to your guests. They work diligently on your behalf, ensuring that you have access to the products your guests want most.

When you build one of these strong relationships, especially with customer service reps, they may even come to you with new items. They may recommend a new ingredient, or they may offer their suggestion of supplies that you didn't even know hit the market yet.

A new drink, for example, may go overlooked by you, but your distributor may be able to alert you to these new items to make sure that you always have the items your audience wants.

vendor selection criteria

5. Discuss Substitutions Ahead of Time

Most sales reps will work on commission, so they're very attentive and want to make you happy. One thing to remember is that: substitutions will happen. There will be times when you receive substitutions because the item is out of stock.

The substitution is an effort to keep you happy.

You'll want to keep an eye on invoices when you have a substitution because it may go overlooked. You purchase a higher-priced ingredient, but only the lower-priced version is in stock. The distributor scrambles, and they forget to change the ingredient price. Call them to alert them of the error.

A way to make your business relationship stronger and ensure no issues is to:

  • Supply a list of acceptable substitutions

You'll want to supply these substitutions for all of your main ingredients. When you supply your list, the company will keep it on file so that you can maintain your restaurant's reputation for quality ingredients.

6. Watch for Price Increases

Food distributors may be able to guarantee you a certain price for ingredients for a specified period of time. But you also have to keep a close eye on the prices of your invoice. Prices need to be adjusted by the distributor when their suppliers raise their prices. A general rule of thumb is to highlight all of these price increases.

When you go back to the distributor, you can ask why avocado prices have increased. You may notice that the items that increase the most in price are cleaning goods and paper products. Chefs keep a very close watch of ingredient costs, but it's paper and cleaning products where price increases tend to go unnoticed.

If you have enough volume, you may be able to lock in the price of goods for a 30-day period. When you know the costs of your ingredients and supplies, you'll be able to better maintain profit margins.

When you don't keep an eye on rising prices, you may suffer from lower profit margins or have to increase prices for your customers. In both cases, someone is going to be unhappy.

Ask your representative at the distributor to alert you of any significant price increases. While the person may not notice every increase, they may be able to alert you of key item prices rising before you're charged.