Dishing Out the Inefficiencies in Foodservice Order Management

Why is order management still so messy?

For food & beverage distributors and manufacturers, order management should be simple: receive an order, fulfil it accurately, and keep customers happy.

But in reality? It’s a mess. Order mix-ups, inventory headaches, and fragmented communication channels create daily disruptions, costing time, money, and customer trust.

The F&B retail industry has evolved, but there’s still work to be done in foodservice. Businesses are still using outdated systems that struggle to keep up with the demand for speed and accuracy. Having said that, we reject the traditional narrative that wholesale is slow to adopt technology or laggards when it comes to tech. Foodservice is a different ballgame to retail, an extremely relationship-based industry that needs a human in the loop.

There has been a lack of solutions that solve foodservice problems and bring the tech to the people rather than needing all humans in the value chain to change.

Here are some common challenges we hear about from our customers.

Manual Processes = Expensive Mistakes

Most foodservice suppliers rely on outdated order-taking methods. While this may have worked in the past, today’s fast-moving industry requires real-time accuracy.

Relying on manual methods leads to:

• Increased Errors – Incorrect quantities, duplicate orders, or missed deliveries are common when data entry is handled by busy CSRs.

• Slow Fulfilment – Tracking orders manually leads to bottlenecks, slowing down fulfilment and frustrating customers.

• Inventory Blind Spots – Without real-time updates, it’s impossible to maintain the right stock levels, leading to either waste or shortages.

With rising costs and growing competition, inefficiencies can’t be ignored. Businesses that don’t adapt their processes risk falling behind those that have already embraced smarter solutions. If you’re still juggling emails, spreadsheets, and phone calls to manage orders, it’s time to rethink your process.

Unpredictable Demand = Costly Surprises

The F&B industry is in a constant state of evolution, influenced by macroeconomic trends, shifting supply chains, and rapidly changing customer demands.

Without accurate forecasting, suppliers face two major risks:

• Overstocking – Excess inventory ties up working capital, increases storage costs and carbon emissions from refrigeration, and leads to food waste.

• Stockouts – Running out of key products means missed sales, lost customers, and a hit to your reputation and ability to uphold SLAs that are critical in foodservice.

Traditional forecasting methods often rely on static historical data, but they fail to account for real-time market shifts. Businesses that use AI-driven forecasting gain an edge by analysing multiple data points — sales trends, seasonality, external factors like weather — and making smarter inventory decisions.

Communication Breakdowns = Lost Revenue

Poor communication is one of the biggest inefficiencies in order management. Orders change, stock fluctuates, and customers need real-time updates. But when information gets lost in emails or delays pile up due to outdated systems, businesses suffer.

Miscommunication leads to:

• Slow Order Responses – If customers can’t get quick answers on stock availability or pricing, they’ll look elsewhere.

• Order Discrepancies – Mismatched expectations on order details lead to costly disputes and returns.

• Lack of Transparency – Customers expect real-time tracking and status updates; without them, trust erodes.

The solution? Integrated, digital-first communication tools that provide instant visibility across the supply chain, ensuring everyone is on the same page.

The Future of Foodservice is Simpler, Smarter and more Sustainable, Not Harder

The days of reactive, error-prone admin processes are over. Technology is transforming the way foodservice suppliers operate, offering solutions that improve efficiency, accuracy, and customer satisfaction.

With the right tools, distributors and manufacturers can:

• Automate order processing to reduce manual errors.

• Use AI-driven forecasting to optimise inventory.

• Streamline communication for real-time updates.

It’s time to stop playing catch-up and start leading the way.

Ready to adopt technology to drive some game changing competitive advantage? Let’s talk about how FOBOH can partner with you stay ahead of the curve.