How Charlie & Franks Uses FoodByUs to Manage Their Multi-Venue Cafe and Catering Business

‘FoodByUs takes the guesswork out of doing your job.’

Francesca Bartone-Prodromou
Co-owner & Co-founder
Venue Manager

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From one-by-one to all-in-one

The first issue: the supplier sign-up process. Each supplier requires a credit application form, and this document varies per supplier. Fran tells us that this was a “constant manual process that was tedious and nauseating.” She adds that “each application form could be up to 10 pages and take up to 2 weeks for turnaround.”

The next issue: communication. Multiple suppliers means multiple ways of communicating. Using a variety of methods including phone, email, text, apps and even fax was extremely frustrating as “inaccuracies were made, and time was wasted chasing up manual processes – we would even have to chase up any of our chefs who may have missed the handover from the weekend.”

Catering’s unique challenges

Often there is a process for chefs to submit invoices to a central system which then lets everyone know costs later in time – but it can take a week or more to finally understand actual food costs. With FoodByUs, since all costs are known up front and already live in your dashboard, you’re in the know at all times.

Fran elaborates, “being able to have instant pricing available is critical as it caters for customer requirements, especially when it’s a major event where you need to get spot on prices.” With multi-user access to FoodByUs, every catering staff member can use the FoodByUs platform to customise things to the ever-changing needs of clients.

Swift on-boarding of new team members

Perhaps the most beneficial for Frank and his team is the simplicity and visibility FoodByUs provides when bringing in new members of the team. Often cafe owners don’t have a lot of spare time and are always looking for simpler ways of achieving their goals – like building cross-team awareness. Frank says “all the suppliers are in one platform which makes it super easy when training new employees because I can show them all the products and suppliers we use which creates less hassle for me.” With standardised ordering procedures via FoodByUs, new staff can jump into ordering within moments of starting at the Charlie & Franks team.

Cost and cash flow awareness

‘It takes the confusion out of pricing as it is all right there’

In the past, Frank was constantly going through price lists to find a well-priced supplier which “took hours at a time and often took up a lot of my day.” He would constantly be going through paper price lists and tried his best to stay on top of it from month to month. With FoodByUs, Frank says “I can find supplier costs easily which saves me loads of time.” Because all costs are known up front and live in your dashboard, with FoodByUs you will always know costs per item, daily specials as well as alternative product options.

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