A restaurant group that chooses a napkin supplier based simply on price per case will end up discovering the true cost when the supplier fails to keep up with reordering, ships the wrong napkin ply on a rush order, or when prices go up, quietly cuts to a thinner ply. Any restaurant napkin supplier who is servicing a big foodservice company must be examined like any other vendor, based on reliability and documentation instead of the quote amount.

When buying tissue boxes, what a wholesale napkin supplier is really assessing is

A good wholesale napkin supplier for a long-term contract should not be judged on just three factors: order-to-order consistency in ply and GSM; reorder lead time that does not change when ordering during the event or holiday season; and whether or not they will be substituting their napkins. Most napkin quotes only compare price per case, which does not take into account any of the three.

The importance of the supplier relationship over the per-case price

The advantage of purchasing foodservice paper products through a true supplier relationship rather than a single case order is that the surprises of substitutions can be avoided during the very same weeks that volume is at its highest and a supplier’s own supply chain is most strained. Bulk napkins for restaurants that are priced less than the spot-market price at any given time can also save restaurant owners time in accounting, as there is only a single price, not the spot-market price every time they reorder. Documenting the ply and GSM per batch provides a multi-location operation something to actually verify against as opposed to relying on a feel. None of that will be apparent in a side-by-side comparison of two quotes on price alone.

Though the spec still counts, pose these questions as well.

The napkin spec remains unchanged: 1 to 2 ply for counter service, 2 to 3 ply for table service, and 10x10 to 17x17 flat sizing for category. What to ask a supplier directly: what is the usual reorder lead time, what is the reorder lead time during the regional event surge or December, and will substitutions ever occur without a call first? If a supplier responds with a # and a policy, they have actually developed the process. The one who gives a word of hope has not.

Who should conduct this assessment?

This evaluation is most critical for multi-location restaurant brands and franchises, as a supply shortage at one location during a busy time quickly turns into a customer problem. Hotels and banquet operations that have seasonal and spiky demand require a supplier that has demonstrated the ability to flex without sacrificing quality. When a foodservice paper products distributor is reselling to smaller accounts, trust in their supplier’s consistency is paramount; if their supplier isn’t consistent, the distributor isn’t either.

Showing you one buying mistake 

The fallacy is that all napkin quotes are created equal and take the lowest number without asking what is behind it. Request a documented lead time, request to know what happens during the peak season specifically, and ask if it is the supplier manufacturing or reselling someone else’s stock, a reseller will have less control over any of those responses.

FAQs

Q: How can I be sure that a napkin supplier will not be replacing them with a thinner grade quietly down the road? 

A: Don’t just accept this “commitment” verbally; ask for it in writing as part of the order. A legitimate provider will record it, undoubtedly.

Q: Is there a wholesale napkin supplier that will allow you to place orders every time your restaurant goes through a bunch of napkins? 

A: Manufacturers do; resellers vary. Inquire about specific terms and pricing that are fixed for a specific period of time.

Q: Given that bulk restaurant napkins are part of the product line, what is a reasonable reorder lead time? 

A: Make it written and inquire about changes during the peak season, because that is when the ‘oh, that's not a problem’ becomes a problem.

Conclsuion

Don’t be misled by a single case price, ask for a free quote and find out about standing order terms for regular restaurant napkin delivery. Phone 832-900-9245 or email [email protected]  to find out what happens to lead time during peak season.