Guides › Small Business Admin
Log every delivery and flag short or poor stock
Check deliveries in on your phone with photos, keep one record and get a weekly summary of supplier problems with emails ready to send.
When to use it
At every delivery, with a weekly supplier round-up
Step by step
Build a delivery check form
In Google Forms ask for: supplier, delivery time, items short or missing, quality problems, temperature on arrival for chilled and frozen goods, a photo of the delivery note and any problem items. Link it to a Google Sheet.
Make it easy to use
Print a QR code for the form and stick it by the back door, and show every chef who receives deliveries how to fill it in.
Get a weekly round-up
Set a scheduled task in ChatGPT if your plan includes it (or a recurring Monday calendar reminder) and use this prompt with the week's rows.
Prompt to copyHere are this week's delivery checks: [paste rows]. For each supplier: number of deliveries, items short or missing, quality or temperature problems, and late deliveries. Rank suppliers from most to least reliable this week. For each supplier with a problem, draft a short, polite but firm email listing the issues with dates and asking for a credit or explanation. Don't add problems that aren't in the data.Send credit requests
Check the drafts against the delivery note photos, then send them from your email and note any credits agreed in the sheet.
What you get
Fresh & Co: 4 deliveries, 2 short (leeks 2kg, Tue; parsley, Thu), 1 late. Email draft: 'Hi team, this week we had two short deliveries... please could you credit 2kg leeks and 1 bunch flat parsley against invoice 4471?' Dairy Direct: no issues.
Tips
- Rejecting goods that arrive outside safe temperatures should follow your food safety procedures; the form records what happened but doesn't replace those checks or a qualified person's judgement.