In short
- Count what you use, not what you hope to sell: daily usage × days until the next delivery.
- Add a safety buffer, then subtract what you already have.
- Review usage and waste every week and adjust.
Step 1: know your usage
For each item, note how much you use on a normal day, a quiet day and a busy day. Use till or prep records where you can. For produce, count in cases, kilos or pieces consistently.
Step 2: set par levels
A par level is the amount you want on the shelf or in the fridge right after a delivery. A simple formula: par = (average daily usage × days until the next delivery) + safety buffer. Order = par − what you have on hand.
| Item | Daily use | Days to next delivery | Buffer | Par level | On hand | Order |
|---|---|---|---|---|---|---|
| Lemons | 6 | 3 | 6 | 24 | 5 | 19 |
| Salad leaves (kg) | 1.5 | 2 | 1 | 4 | 1 | 3 |
Step 3: match order days to shelf life
Order little and often for items that spoil quickly, and less often for items that keep.
- Fast-moving fresh items (salad leaves, herbs, soft fruit): two or three times a week
- Hardier items (onions, potatoes, carrots): weekly
- Drinks and packaging: weekly or fortnightly, depending on storage space
Step 4: cut waste
Rotate stock so the oldest goes first (first in, first out), label dates, store produce correctly and check deliveries on arrival. Track what you throw away for a few weeks: it shows where par levels are too high.
Do not forget packaging and drinks
Include cups, lids, boxes, bags and drinks in the same system. Packaging runs out suddenly on busy days, so keep a larger buffer for lids and cups, and remember that printed items take longer to reorder.
Use a standing order
If your needs are steady, a standing weekly order that you adjust saves time. Tell us your regular list and we confirm each week.
