Guides › Small Business Admin
Order the right amounts from next week's bookings
Use next week's covers and your usual sales mix to get a suggested order list by supplier, ready to check and send.
When to use it
Before placing weekly orders
Step by step
Set up a par sheet
In Google Sheets list your dishes, how many portions of each usually sell per 100 covers, and the key ingredients per portion with supplier and pack size.
Add bookings and stock
Each week, add the expected covers for each day from your booking system and a quick count of what you have in stock.
Ask for an order list
Copy the sheet into your AI assistant with this prompt.
Prompt to copyPlan next week's food order for my kitchen. Expected covers by day: [paste]. Typical portions sold per 100 covers: [paste]. Ingredients per portion with supplier and pack size: [paste]. Current stock: [paste]. Add [10]% buffer for walk-ins. Please: 1) calculate how much of each ingredient I need for the week; 2) subtract current stock; 3) round up to whole packs; 4) group the order by supplier and by delivery day, keeping perishables close to when they're used. Show workings in a table so I can check them.Check and send
Adjust for events, weather and specials you know about, then send each supplier their list by email or their ordering app.
What you get
Covers: 410 (Fri 120, Sat 140). Fresh & Co (Tue delivery): chicken supremes 9kg, leeks 4kg. Fresh & Co (Fri delivery): hake fillets 7kg, mussels 5kg. Dairy Direct: double cream 6 x 2L, butter 5kg.
Tips
- Compare the suggestion with what you actually used each week for a month; adjust the per-100-covers figures until it matches your real sales.