Purchasing Protocols

Purchasing is one of the biggest drivers of profitability in hospitality — and one of the easiest places for margins to quietly erode.

I help hospitality businesses put clear purchasing protocols in place so costs are controlled, supplier relationships are managed properly, and decisions aren’t made on habit or guesswork.

Purchasing protocols aren’t one single process. They’re a set of connected systems that work together to protect margins, maintain cost visibility, and create commercial discipline as your business grows.

Purchasing Control Systems

Each system below addresses a specific point where purchasing decisions quietly impact margins, cash flow, and control in hospitality businesses.

Together, they form a complete Purchasing Protocol framework.

• Purchasing Control System
  A structured system for ordering, approvals, and ongoing cost visibility.

  This is the foundation of the Purchasing Protocols framework.
  It defines who can purchase, what they can purchase, and under what conditions, creating accountability without slowing operations

• Supplier Agreements & Pricing Control
  Ensuring supplier terms are understood, current, and commercially sound.

  Creates clarity around agreed pricing, pack sizes, review dates, and negotiation history — removing reliance on memory or verbal agreements.

• Invoice Verification & Cost Control
  Preventing pricing errors, missed credits, and unnoticed cost creep.

  A simple but disciplined process to verify invoices before payment, identify discrepancies, and resolve issues early.

• Ordering Discipline System

  Reducing over-ordering, panic buying, and inconsistent purchasing behaviour.

  Introduces ordering schedules, authority limits, and stock controls so purchasing becomes predictable rather than reactive.

• Cost Change Control System 

  Managing price increases before they damage margins.

  Ensures all supplier cost changes are logged, assessed, and deliberately responded to — whether through repricing, renegotiation, or menu changes.

  Why Purchasing Protocols Matter

  Without clear purchasing protocols, most hospitality businesses experience:

  • Gradual margin erosion

  • Inconsistent supplier pricing

  • Unchecked invoice errors

  • Reactive ordering decisions

  • Cost increases absorbed without review

  Purchasing Protocols replace guesswork with structure, visibility, and control — without damaging supplier relationships or operational flow.

  Part of Back Office Foundations

  Purchasing Protocols form part of Back Office Foundations, alongside Payroll, Compliance, and Cash Flow systems — designed to work together to support sustainable, profitable hospitality businesses.