How to Choose a Wholesale Food Supplier

1. Product Range and Availability

Can this supplier cover most of your needs, or will you be juggling multiple wholesalers? Check their range across frozen products, chilled goods, ambient/dry goods, and non-food items.

Also ask about stock availability. A supplier with 10,000 products is useless if half are regularly out of stock.

2. Delivery Reliability and Frequency

This is where suppliers are won and lost. Consider delivery days, order cut-off times, same-day emergency options, track record for on-time delivery, and how they handle problems when they occur.

A supplier with slightly higher prices but rock-solid delivery is often worth more than a cheaper alternative that leaves you short. Suppliers based closer to you can often offer more flexibility - shorter lead times, later cut-offs, and faster response to urgent requests.

3. Pricing Structure and Transparency

The headline price is only part of the story. Dig into delivery charges, minimum orders, price stability, introductory deals that might jump later, and volume discounts.

Request pricing based on your actual order patterns. A generic price list won't reflect what you'll really pay. Good suppliers will build personalised pricing around your specific needs.

4. Food Safety and Quality Standards

Your food safety depends partly on your supplier's standards. Check certifications (SALSA, BRC, STS), cold chain maintenance, traceability, allergen information, and recall procedures.

Ask to see their food safety documentation. A good supplier will share this readily. Our food safety guide covers what to expect from suppliers.

5. Temperature-Controlled Logistics

If you're ordering frozen and chilled products, delivery temperature matters enormously. Check if vehicles are multi-temperature, how they prevent cross-contamination, and their procedure if the cold chain is broken.

Arriving products should be at correct temperatures - frozen goods solidly frozen, chilled items below 5°C. Our storage guide covers delivery day procedures and temperature checking.

6. Ordering Systems and Technology

How you place orders affects your kitchen's efficiency. Can you order online, by app, by phone, or by email? Can you set up standing orders? Is order history available for reordering and budgeting?

The best ordering system is one that fits how you actually work.

7. Customer Service and Account Management

When things go wrong - and occasionally they will - how easy is it to get help? Do you have a named contact? What are response times? Can you speak to a person, or are you routed through automated systems and distant call centres? How do they handle credits?

Test this before committing. Call their customer service line and see how helpful they are. Local and regional suppliers often have a significant advantage here - you're more likely to speak to someone who knows your account and can make decisions.

8. Financial Stability and Terms

Your supplier's financial health affects your business continuity. How long have they been operating? What payment terms do they offer? What happens if you have a cash flow issue?

Established suppliers with reasonable payment terms help your cash flow.

Be a Good Customer

Pay on time - this matters more than order size for most suppliers. Give reasonable notice for large orders or unusual requirements. Provide feedback - good and bad - so they can serve you better. Consolidate orders where possible rather than multiple small drops.

Communicate Effectively

Share your business plans - seasonal changes, menu updates, events. Flag problems immediately rather than letting frustration build. Ask about new products that might suit your operation. Review your account periodically with your rep.

Know Your Worth

Understand your annual spend and what that means to your supplier. Don't be afraid to negotiate, but be realistic. Loyalty should be rewarded - if it isn't, reassess the relationship. Keep aware of market rates even if you're happy with your supplier.