Supplier Price Tracker for Spirits & Ingredients
Use one structured workflow to review quotes, compare suppliers, and spot price drift before it affects costing, margins, or purchasing decisions. Built with item and supplier directories, quote history, price alerts, and a clean dashboard for easier weekly review.
“Very practical tool for keeping supplier pricing history in one place."
Ben R. | Beverage operations lead
The Problem it Solves
Most venues do not lose margin because one supplier price changes once. They lose margin because price changes go unnoticed, quote history is scattered, and comparisons are made from emails, PDFs, and memory instead of one clean system.
That makes it harder to tell which quote is actually better, which increase matters most, and which items need renegotiation, repricing, or a different supplier.
This toolkit standardises supplier price data in one place, makes quotes comparable, and helps surface price drift before it turns into silent margin loss or outdated costing decisions.
Why teams use this tracker
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track supplier price history by item, supplier, and date
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auto-calculate comparable unit costs from pack price and pack units
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flag increases and decreases with clearer variance thresholds
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see which higher-value items need renegotiation or repricing first
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keep a cleaner supplier and item reference without digging through old emails
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compare latest quotes more clearly with Best Buy visibility
How it works
Add your suppliers, build your item library, and log quotes by date. The tracker converts prices into comparable unit costs, applies your FX rates and thresholds, and flags price changes that need attention.
That gives you a clearer weekly review workflow, with faster visibility on what changed, which supplier is currently best value, and where price movement may already be affecting margin.
Best for
Beverage managers, bar owners, operators, and consultants who buy from multiple suppliers and want a simple weekly habit for tracking price changes, comparing quotes, and protecting margin.
Choose the right version
Both options use the same core toolkit. The difference is how much setup work you want to handle yourself.
Instant Download
You receive the full Supplier Price Tracker file with USD as the home currency. Add suppliers, build your item library, and log quotes. The file converts currencies to USD, flags price changes, and shows Best Buy per item.
Includes clearly labelled example data you can remove and replace with your own.
Best for teams that want the full tracker ready to use and prefer to manage supplier inputs internally.
Includes:
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instant download
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Excel workbook + Google Sheets import file
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example data you can overwrite
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FX conversion to USD
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quote history and alert flags
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Best Buy comparison
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dashboard and support files
Done for You Setup
(3 Days Delivery)
A full done-for-you version built from your supplier list, item list, and latest quotes or price lists.
Your data is added into the tracker, units are normalised, comparisons are validated, and the final file is delivered as a ready-to-use purchasing system with Best Buy visibility, tier pricing where relevant, and a cleaner dashboard view.
Best for operators who want faster implementation, less data cleanup, and a more decision-ready purchasing system.
Includes:
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done-for-you build
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supplier and item data structured into the file
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units normalised for cleaner comparison
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quote data added and validated
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Best Buy visibility
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tier pricing where relevant
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cleaner dashboard setup
What’s inside
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Supplier Directory
Stores contacts, currency, lead time, reliability, and scoring fields in one place. -
Item Library
Keeps pack size, units per case, and compare quantity aligned so prices stay comparable. -
Quotes & Alerts
Logs one row per quote with USD conversion, net case price, compare unit price, and alert flags. -
Compare tab (Best Buy)
Shows the latest price by supplier, delta versus best, and Best Tier Price at your order quantity. -
Price Breaks
Tracks tier pricing and promos with validity dates and active status. -
Contracts & Terms
Adds optional renewal reminders and a cleaner snapshot of commercial terms. -
Supplier Scorecard
Supports optional performance scoring for on-time delivery, fill rate, response, and issues. -
PO Log
Supports optional order tracking to validate real supplier performance over time. -
Dashboard
Shows key KPIs and recent alerts in one read-only overview. -
Settings
Controls FX rates, alert thresholds, stale quote days, and value-penalty logic. -
Example data included
Clearly labelled example data helps you understand the structure before replacing it with your own.
License & Support
This toolkit is licensed for internal use by one user or one business.
It may not be resold, redistributed, shared outside your business, or repackaged for resale.
Reasonable support is available for setup, formulas, and functionality questions. Genuine technical issues will be reviewed and corrected where applicable.
Delivery format
This toolkit is delivered as a ZIP download.
Inside the ZIP you will find:
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Excel master workbook (.xlsx)
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Google Sheets import file (.xlsx)
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PDF quick-start guide
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Overwrite-ready example menu
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For the configured version, setup support is included as described above.
Customer feedback
★★★★★
“Clear, fast, and actually useful during menu development. Much easier than checking ABV and dilution manually.”
Marco L.
Bar Manager
★★★★★
“This made supplier price changes much easier to track. The unit cost comparison helped us spot which quotes looked cheap at first but were not the best value.”
Laura M.
Procurement Manager
★★★★★
“Very practical tool for keeping supplier pricing history in one place. The alerts made it easier to catch increases early instead of noticing them after margins slipped.”
Ben R.
Beverage Operations Lead
★★★★★
“Clean, useful, and much better than digging through old emails and invoices. It gave us a clearer view of which items needed renegotiation first.”
Chloe V.
Purchasing Coordinator
Track supplier price changes with more control
Use one practical system to compare quotes, spot price drift earlier, and make cleaner purchasing decisions before margin starts slipping.