Switching Pantry Vendors — A Switchover Playbook for Bangalore Offices

Published 2026-04-15 by Barath A. R.

Day 1-2: Audit current consumption

Pull 3 months of invoices from existing vendors. Compile a master SKU list with monthly quantities. This becomes your RFQ to new vendors.

Day 2-4: RFQ to 3 vendors

Don't just take cheapest. Ask about: delivery frequency, same-day emergency refill, consolidated invoice, GST e-invoice, service response time, rate-lock period.

Day 4-5: Reference check

Ask shortlisted vendors for 2-3 Bangalore customer references. Call. Ask about missed deliveries, surprise price hikes, invoice disputes.

Day 5-7: Parallel run

Have the new vendor deliver alongside the old for 1 week. Confirm taste, quality, delivery consistency. Only after validation do you terminate the old contract.

Common pitfalls

Lowest quote vendor often hikes prices 3 months in — always ask for rate lock
Not locking in brand SKUs — new vendor substitutes brands, employees complain
Not checking GST invoice format — ITC risk

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