Most buyers compare suppliers on price. Price matters, but it rarely decides whether a supplier makes your week easier or harder. That comes down to how they handle the ordinary problems: a missing case, a late van, a product that changes without warning.
These five questions will tell you more than a price list.
1. What happens when an item is out of stock?
Every supplier runs out of something eventually. Ask how they’ll tell you, how far ahead, and what they’ll offer instead. The best answer is a phone call before the delivery, not a gap on the delivery sheet.
2. Who do I call, and when can I reach them?
Find out whether you get a named contact or a general inbox. Then ask about hours. Kitchens and bars work late, and a supplier who stops answering at 5 PM can’t help you fix tomorrow’s order tonight.
The real test of a supplier isn’t the first order. It’s the tenth, when something goes wrong.
3. What are your delivery windows and minimums?
Ask for specific windows, not “morning”. Check whether they fit your receiving times and whether minimum order values change by day. Small differences here add up across a year.
4. Can you show me where products come from?
For food lines, ask for origin, batch and allergen information. For alcohol, confirm they hold the right distribution licences. A supplier who can answer quickly is one who keeps proper records.
5. Is your pricing itemised and stable?
Ask for an itemised quote and how often prices are reviewed. You should know in advance when a price is going up, not discover it on an invoice.
A short checklist
- ◆Named account contact and their hours
- ◆Stock-out process in writing
- ◆Delivery windows that match your receiving times
- ◆Origin and allergen documents on request
- ◆Itemised quotes with notice of price changes
If a supplier answers all five clearly, you’ve likely found one worth keeping. If they hesitate on any of them, ask why before you sign up.