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Vendor List Template
One row per vendor: who to call, how they take orders, when to order, when they deliver, and the minimum. Anyone on the team can place an order or chase a late delivery without asking the owner.
How to order: email, WhatsApp or text, phone, online portal, or rep visit
Order days, cutoff, and delivery days, so nobody misses the truck
Minimum order, payment terms, and your account number with them
Backup vendor and notes, for when the usual one is out or late
Example: a café’s vendors
Fictional vendors, to show how a filled-in list reads.
Vendor
How to order
Order days
Cutoff
Delivery days
Minimum order ($)
Valley Fresh Produce
Email
Sun, Tue, Thu
2 pm the day before
Mon, Wed, Fri
$150
Hillside Dairy
WhatsApp or text
Mon, Thu
11 am
Tue, Fri
$100
North Pier Coffee Roasters
Online portal
Wed
5 pm
Fri
$200
Harbor Paper & Packaging
Phone
Any weekday
Noon
2-3 days
$250
Lantern & Wick
Rep visit
Every other Tue
At the visit
1 week
$300
How to use it
Start with the vendors you ordered from last month.
Ask each rep for their cutoff and minimum. They’re often not where you’d expect, like a supplier that roasts on Thursday.
Add a backup for anything you can’t run a shift without.
Print it for the office or share it, so whoever closes can place tomorrow’s order.
When vendors reply with substitutes, new prices, or a later delivery, LineNow's supplier order management keeps each reply on the order it changes, so the person receiving knows what to expect.
Enough for someone else to place the order: the contact, how the vendor takes orders, the order cutoff, delivery days, and the minimum. Add payment terms and your account number so the bookkeeper and the person on the phone have them too.
No. The vendor list has one row per vendor. An order guide has one row per item you buy from a vendor, with pack sizes, prices, and pars. Most kitchens keep both.
Square, Lightspeed, and Shopify keep vendors or suppliers, and QuickBooks keeps vendors for bills. LineNow can import vendors from all four, so you only add what they don’t store, like cutoffs and order days.
