How to place your initial stock order

The key to your first stock order is careful planning. You need to calculate exactly what you need for your soft launch and first week of trading by combining your menu recipes with a realistic sales forecast. Once you have this master list, contact your suppliers to place the order, ensuring you have a small buffer for popular items but avoiding over-ordering fresh produce that could go to waste.

Step 1: Calculate Your Exact Needs

Before you can buy anything, you need a precise list of what to order. Don't rely on guesswork; a data-led approach will save you money and stress.

1. Break Down Your Menu: Take every single item on your final menu and list the exact quantity of each ingredient needed to make one portion. For example, one burger might need 150g beef mince, 1 brioche bun, 2 slices of cheese, and 10g of ketchup.
2. Forecast Your First Week's Sales: This is an educated guess, but a vital one. Estimate how many of each menu item you expect to sell in your first week. It’s often wise to be cautiously optimistic. For example, you might forecast selling 100 burgers.
3. Do the Maths: Multiply the ingredient quantities by your sales forecast. To sell 100 burgers, you'd need 15kg of mince (150g x 100), 100 buns, and 200 slices of cheese. Do this for every item on your menu.

Step 2: Create Your Master Purchase List

Now, combine all your calculations into one master list. This will be your shopping list to send to suppliers.

• Combine Ingredients: Add up the total amount needed for each ingredient across all your menu items. You might use cheese in burgers and sandwiches, so add the totals together.
• Add a Buffer: It’s smart to add a 10-20% buffer on top of your calculated needs for key ingredients. This covers you if an item is more popular than expected or if there are any small mistakes in the kitchen.
• Don't Forget Non-Food Items: Your first order isn't just about food. List all the packaging (takeaway boxes, coffee cups, bags), cleaning supplies (blue roll, sanitiser), and service items (napkins, till rolls) you'll need for the first week.

Step 3: Placing the Order and Receiving Delivery

With your list ready, it's time to engage with your suppliers.

1. Contact Suppliers: Send your organised list to the relevant suppliers. Double-check their delivery lead times and minimum order quantities.
2. Confirm Everything: Before finalising, confirm the total cost, payment terms, and a specific delivery date and time.
3. Prepare for Arrival: Ensure you have enough clean and organised storage space (fridge, freezer, dry store) ready before the delivery arrives. Make sure someone is on-site to receive the order, check it against the invoice, and put it away correctly and promptly.

Top Tip: Be strategic with perishables. For items with a short shelf-life like fresh milk, bread, or delicate herbs, it's better to order less and top up mid-week than to over-order and risk having to throw it away. Focus your bulk buying on long-life items like flour, sugar, tinned goods, and frozen products.