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You’ve just opened your hospitality business. Every decision matters.
Customers don’t see your accounts or know who your suppliers are, but they do notice when something goes wrong: a sugar sachet that tears when opened, having to say “we’ve run out of sugar”, a waiter desperately searching the storeroom.
And in hospitality, everything communicates.
Because if you don’t fix it today, the customer will tomorrow — with their review.
Below, we share 7 key factors to consider before choosing a sugar supplier, 3 common mistakes to avoid, and a practical checklist to help you make decisions with confidence.
The 7 factors that really matter
1. Operational reliability: your insurance against the unexpected
The cheapest sugar on the market isn’t worth it if it causes operational problems. What you really need is predictability:
Punctual, consistent deliveries
- Delivery times that don’t clash with service peaks
- Advance notice of any changes or delays
- 24–48h delivery capacity for emergencies, and express delivery if you’re in the same city
Consistent quality in every order
- Same product, same presentation, every time
- No surprises in format or packaging
- Sufficient stock to avoid substitutions
Fast response when issues arise
- Direct contact when you need to amend an order
- Immediate solutions if a problem occurs
- Alternatives available in case of stock shortages
The difference between the “cheapest” supplier and the “most reliable” one is often just a few cents per kilo. The difference in operational peace of mind is huge.
2. Real flexibility for an unpredictable business
In hospitality, nothing is completely predictable. One week you have private events; the next, it rains all week and footfall drops.
Your supplier should adapt to this reality:
- Amending scheduled orders without excessive penalties
- Adjusting quantities according to season or special circumstances
- Urgent deliveries when stock runs out earlier than expected
- Flexible delivery times that don’t disrupt service
Key question: What happens if I need to change my order with 24 hours’ notice? The answer tells you a lot about what working with them will be like.
3. Versatility as your menu evolves
You don’t use the same sugar for coffee, sponge cake and glazed desserts. And you shouldn’t have to look for a different supplier for each format either.
Access to a full sugar range lets you adapt to your service type or the season:
- White sugar: the reliable staple – bar, kitchen, self-service
- Icing sugar: for flawless presentation in pastry
- Brown sugar: ideal for deeper flavour and a warmer look
- Pearl sugar: withstands baking; decorative and functional in pastries
- Organic sugar: for sustainable menus or demanding customers
- Sweeteners: essential if you want to cater for everyone
It’s not about having everything today.
It’s about your supplier being there tomorrow, when you need it.
Growth is much easier when you don’t have to reorganise your operation every time your needs change.
4. The right format for your type of service
Choosing the right format improves efficiency and reduces waste:
Individual sachets (4–8g)
- Ideal for: table service, bar, controlled self-service
- Advantages: precise consumption control, tidy presentation, less waste
- Consider: available plain or personalised with your brand
1 kg packs
- Ideal for: refilling sugar bowls, basic preparations, self-service
- Advantages: cheaper per gram, easy to store
- Consider: you’ll need suitable containers for service
25 kg bags
- Ideal for: kitchen production, bakeries, hotels with high volume
- Advantages: optimal pricing, less packaging handling
- Consider: requires adequate storage space
Big Bags (1,000 kg+)
- Ideal for: food industry, very large production volumes
- Advantages: maximum cost and storage efficiency
- Consider: only if you have the necessary infrastructure
5. Personalisation: a brand investment, not a cost
Personalised sugar sachets are a marketing tool that appears on every table, every day.
You can include:
- Your logo and brand colours
- Contact details (website, social media, phone)
- Seasonal messages (Christmas, Valentine’s Day, promotions)
- A QR code linking to your digital menu or special offers
Consider the cost–benefit balance: The price increase is usually minimal (around 5–15% over standard sachets), but the impact on brand recognition is long-lasting. It’s a simple branding opportunity you can still benefit from. Every customer literally holds your brand in their hands.
6. Sustainability: from trend to expectation
Customers increasingly assess the environmental commitment of the places they visit. With sugar, this covers three areas:
Sustainable product:
- Sugar with official organic certification
- Full origin traceability
- Low-impact cultivation and refining processes
Responsible packaging:
- Biodegradable paper sachets (e.g. kraft paper)
- Recyclable or compostable packaging
- Reduced unnecessary packaging
Clean logistics:
- Suppliers using renewable energy
- Geographical proximity (lower transport footprint)
- Optimised delivery routes
A supplier committed to sustainability helps you meet your environmental goals without complicating operations or hurting margins.
7. Automatic, flawless documentation
Health and safety inspections in hospitality are becoming stricter. Documentation should arrive automatically with every delivery:
Essential documents for hassle-free operation:
- Up-to-date technical data sheets
- Valid certifications
- Complete and accurate nutritional information
If you have to request this every time, or if it arrives late, you’re taking unnecessary risks.
3 costly mistakes to avoid
Mistake 1: Optimising only for purchase price
The real cost of sugar goes far beyond the price per kilo:
- Time spent dealing with delivery issues
- Lost sales when you run out of stock
- Impact on customer satisfaction due to inconsistent quality
- Hours spent finding emergency alternatives
Total cost thinking: a sachet that costs 2 cents less but creates 30 extra minutes of management per month actually costs you more.
Mistake 2: Miscalculating safety stock
Ordering exactly what you consume is risky. Unexpected events are constant in hospitality:
- Last-minute private events
- Unforeseen seasonal peaks
- Supplier delays due to external factors
- Errors in consumption estimates
Practical rule: keep a 20–30% safety stock.
If your supplier offers storage, they can manage these buffers better than you can.
Mistake 3: Ignoring real logistical capacity
Your supplier’s location and infrastructure directly affect your operation:
Key factors to assess:
- Geographical proximity (reduces time and costs)
- Storage capacity (ensures availability)
- Own fleet combined with trusted external operators (delivery flexibility)
- Strategic location (access to main roads, ports, railways)
The difference between waiting and moving forward lies in your supplier’s logistics.
The value of sector specialisation
General distributors compete on volume and price.
HORECA specialists bring sector-specific expertise.
Advantages of specialisation:
- They understand your sector’s rhythms and peaks
- They offer formats optimised for hospitality
- They keep specific stock for emergencies
- They provide advice based on real experience
- They spot patterns and suggest improvements before problems arise
Revealing question: “What percentage of your clients are in the HORECA sector?” The answer tells you whether they truly understand your business.
How to evaluate suppliers: a practical checklist
Before deciding, check:
Operational aspects:
- Response time to enquiries (max. 2 hours during business hours)
- Flexibility to modify orders (how late and under what conditions)
- Delivery times adapted to your operation
- Clear policy for delays or issues
Technical aspects:
- Valid quality certifications
- Automatic documentation with every delivery
- Available varieties and formats
Commercial aspects:
- Reasonable payment terms
- Minimum order suitable for your volume
- Clear returns policy
- Transparent delivery costs
Key questions to ask:
- 1. “What happens if I need to change an order at short notice?”
- 2. “How do you handle urgent deliveries?”
- 3. “What documentation do you include automatically?”
- 4. “Do you have other clients similar to my type of venue?”
- 5. “What is your average response time when problems arise?”
The basics, done right from the start
Sugar may seem like a basic product, but choosing the right supplier is the difference between smooth operations and constantly putting out fires.
The key is to assess not just the product, but the entire experience of working with that supplier. Because in the end, you’re not buying sugar: you’re buying reliability, flexibility and peace of mind.
© Azúcares Ros