Discussions

You've made a great decision: you’re ready to hire a professional to manage your beverage stocktaking. You understand that "gut feel" isn't a business plan and that you need hard data to protect your profits.

The next step is the most dangerous one. You'll Google "stocktaking company Ireland," and you'll be faced with a dozen options, all claiming to be the best.

Be warned: not all stocktakers are created equal.

There is a vast difference between a "cheap counter" and a "professional hospitality partner." A "cheap counter" just sends you a spreadsheet. A "professional partner" helps you increase your profit. Choosing the wrong one is worse than doing it yourself—you'll be paying for bad data and a false sense of security.

To protect your business, you must interview your potential stocktaker like you're hiring a new senior manager. Here are the 10 questions you must ask.

1. "Are you a 'counter' or a hospitality consultant?"
   Why you ask this: This is the most important question. It separates the commodity from the service. A "counter" is a data entry clerk. A "consultant" is an expert who can interpret that data and solve your problems.

· The Red Flag Answer: "We have a highly efficient system to count your stock and send you the report."

· The Ideal Answer: "We are hospitality consultants first. The count is just the data-gathering part of our service. Our real job begins after the count, when we sit down with you, analyse the data, and create an action plan to fix your profit leaks."

2. "Do you provide same-day reports and an in-person consultation?"
   Why you ask this: Your business moves fast. Data that is three days old is useless. A company that "emails you the report later" is a "counter."

· The Red Flag Answer: "You'll receive your full report via email within 2-3 business days."

· The Ideal Answer: "Absolutely. We never leave your premises without finalising the report and conducting an in-person consultation. You will know your exact Gross Profit and your exact stock variance before we walk out the door."

3. "What technology do you use?"
   Why you ask this: This reveals their accuracy. "Eyeballing" an open spirit bottle is a guess, not an audit. You need precision.

· The Red Flag Answer: "We have our own time-tested system using clipboards and our custom Excel spreadsheets."

· The Ideal Answer: "We use a fully integrated system. This includes barcode scanners for speed, but more importantly, calibrated digital scales for weighing all open kegs and high-precision measuring tools for every open spirit and wine bottle. This eliminates guesswork and ensures 100% accuracy."

4. "Do you specialize in pubs and hotels?"
   Why you ask this: A stocktaker who counts widgets in a warehouse does not understand your business. They don't understand ullage, fobbing, pour costs, or Gross Profit margins.

· The Red Flag Answer: "We're experts in all forms of inventory management, from retail to logistics."

· The Ideal Answer: "We only work with the hospitality industry. Our entire team is made up of former pub, hotel, and restaurant managers. We speak your language."

5. "What reports do I get? Can I see a sample?"
   Why you ask this: You need data you can actually use. Many companies will overwhelm you with a 50-page spreadsheet full of numbers, making it impossible to find the important information.

· The Red Flag Answer: "We provide a complete data dump of all product lines."

· The Ideal Answer: "We provide a full, detailed set of reports, but we also give you our unique 'Manager's Dashboard.' It's a one-page, graphical report that shows you the headlines at a glance: your overall GP, your top 5 problem products, and your cash-on-hand. It's the information you need, made simple."

6. "How will you help me fix the problems you find?"
   Why you ask this: This is the "value" question. A "counter" finds a leak. A "partner" helps you plug it.

· The Red Flag Answer: "We just report the numbers. What you do with them is your decision."

· The Ideal Answer: "This is the core of our service. If we find a 1.5-bottle variance on your vodka, we won't just report it. We'll give you a 3-step action plan, like: '1. Mandate jiggers for all staff. 2. Check your POS void report for this shift. 3. Adjust the price by 10c to restore your GP.' We check our progress at the next stocktake."

7. "Can you help me set and manage my par levels?"
   Why you ask this: This tests if they understand cash flow, not just profit and loss. A good stocktaker should help you reduce your on-hand stock to free up your cash.

· The Red Flag Answer: "We don't get involved in your ordering."

· The Ideal Answer: "Absolutely. That's a key part of our service. We will analyse your POS sales data and work with you to establish perfect par levels for every product. We'll build you a simple, data-driven ordering sheet that will improve your cash flow and cut your ordering time in half."

8. "Are you fully independent?"
   Why you ask this: This is a hidden trap. Some stocktakers have "deals" with suppliers, or are even owned by them. This is a massive conflict of interest.

· The Red Flag Answer: "We have a great relationship with all the big suppliers..."

· The Ideal Answer: "We are 100% independent. We do not accept any commissions, fees, or incentives from any supplier. Our only loyalty is to you and your bottom line. Our advice is always unbiased."

9. "What's your pricing structure?"
   Why you ask this: You need transparency.

· The Red Flag Answer: "It's based on an hourly rate..." or "There's a setup fee..."

· The Ideal Answer: "It's a fixed, flat fee per stocktake, agreed in advance. There are no hidden charges, no setup fees, and no long-term contracts. You only pay for the value you receive."

10. "Why shouldn't I just go with the cheapest option?"
    Why you ask this: Give them the chance to state their value proposition directly.

· The Red Flag Answer: "Well, we're very competitive..."

· The Ideal Answer: "Because a 'cheap' stocktaker is the most expensive mistake you'll ever make. They are 'cheap' because they don't find the problems. They just count. Our service is an investment, not an expense. We guarantee that the profit we find and fix for you will pay for our fee, often in the very first month. We're not a cost; we're your partner in profitability."