How Restaurant Owners Can Get the Most from Their Food Distributors

 If your food distributor is just dropping off boxes and invoices, you’re leaving money on the table. Too many owners treat their distributor like a vending machine. Instead, you should treat them like a strategic partner. Why? Because when you do, your margins improve, your consistency gets stronger, and your peace of mind follows. Today, I want to talk about one of the most misunderstood and underutilized tools in your restaurant: your food distributor.

Build a relationship with your distributor

Start by scheduling regular check-ins. Whether it’s with your salesperson or a regional director, these face-to-face conversations matter. In a world of online ordering and automated systems, we lose the human touch — and that’s where the real value lies.

When your distributor understands your “why,” they can recommend products that align with your brand and support your goals. Tell them your challenges, concerns and what you're trying to accomplish. For example, if you mention that your steaks aren’t cooking properly, they might identify that you’re using the wrong spec product and suggest alternatives. That’s the kind of partnership that improves your guest experience.

Negotiate and monitor pricing

Distributors are in business to make money, and if you’re not careful, you can get taken advantage of — intentionally or not. Don’t accept price creep without a conversation. Use your buying guide to know what your costs should be and rely on food and beverage software to flag price increases when they happen.

When cheese jumps in price, you should know immediately. That gives you a chance to ask your distributor why and whether it’s justified. Stay vigilant and keep the pressure on to maintain fair pricing.

Get competitive bids — but don’t cherry-pick

You should keep two to three competitors bidding on your business each year. But I don’t believe in “spreadsheeting” — that is, getting weekly quotes on every item and picking the lowest prices. It’s a time-waster, and you’ll likely miss the mark on smaller categories like janitorial supplies or paper goods.

Instead, work out a prime vendor agreement. Let one broadline distributor supply 90% of your products. You may pay more on a few items, but overall, you’ll win by gaining consistency, better service and stronger negotiating power.

Once a year — or every two years if you’re under contract — put out an RFP (request for proposal) and evaluate your options.

Ask for volume discounts and support

If you’re buying large quantities of certain items, ask for discounts. This should be built into your distribution agreement. When they see the volume you’re purchasing — whether it’s beef, ketchup or cheese — they’re more likely to work with you on pricing.

Also, don’t hesitate to ask for support. This includes trend reports, help with menu planning and forecasting, and even culinary training. Most broadline distributors have test kitchens and offer free product demos. Use them! Have your team trained, sample new items and stay ahead of the game with their insight into commodity trends and rising costs.

Demand accountability

Just like you hold your staff and managers accountable, you need to do the same with your distributor. Every invoice should be checked against your contracts. Monitor mis-picks, short orders and missing credits — and bring these up in your regular meetings.

If they’re late on deliveries or the product doesn’t meet your standards, don’t accept it. I’ve seen operators like Curtis Lewis at Okeechobee Steakhouse in West Palm Beach turn away entire deliveries of beef that didn’t meet expectations. That’s how you maintain standards.

Loyalty is earned, not assumed

Don’t be afraid to change distributors. If you're under contract, honor it — but when it ends, shop around. Loyalty should be earned through value, service and partnership — not given blindly. A little effort in making a switch can lead to better service and reduced costs.

Treat your distributor like a partner

When you treat your food distributor like a strategic partner — not just a necessary evil — you unlock a whole new level of support, insight and savings. It’s one of the most impactful changes you can make to protect your restaurant's profitability.

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