How to compare wholesale produce invoices line by line.
Quick answer
Compare produce invoices on price per pound or per unit, not price per case, and only between matching pack sizes and grades. Check substitutions, credits for rejected items and delivery charges. A cheaper case that holds fewer pounds or shrinks faster is not cheaper.
Why is price per case misleading?
Cases and sacks are not standard. One supplier's 50 lb sack of onions may be another's 40 lb. For example, a 50 lb sack at $30 costs 60 cents a pound. A 40 lb sack at $26 costs 65 cents a pound, even though the sack price looks lower. These numbers are an illustration, not a quote.
What else should you check on an invoice?
- Pack size and weight for every line
- Grade or size, such as large or medium, where it applies
- Substitutions the supplier made without asking
- Credits for rejected or short items, and how long they took
- Delivery, fuel or minimum-order charges
- Payment terms and any early-payment terms
How does shrink change the real cost?
Shrink is the product you pay for but cannot use, from trim, bruising or spoilage. A case that costs a little more but yields more usable product can be the cheaper case. Track what you throw away from each supplier for a couple of weeks and you will see it.
How do you run the comparison?
Put your current invoice next to the new quote with the same items in the same rows. Convert each line to cost per pound or per unit, then add up the lines you actually buy in volume. Those heavy lines decide the result.
Common questions
What is the fastest way to compare two suppliers?
Send the same invoice to both and ask for a line-by-line quote in matching pack sizes. Then compare the lines that make up most of your spend.
Do produce prices change every week?
Many items move weekly with the season and supply. That is why a comparison is worth repeating a few times a year.