Share your ordering guide with another distributor

Objective

This guide explains how a chef can share an existing ordering guide with a new distributor, allow that distributor to import their equivalent items, and link the matching onesback to the original guide. The goal is to make it 1) easier for a distributor salesperson to compete for a new account while 2) saving the chef time by avoiding manual data entry.

Key Steps

1. Share the existing ordering guide with a new distributor 0:00

• Open the ordering guide for the distributor you already work with.

• Use the share feature to send that guide to a new distributor you want to source from.

• Share the guide without exposing prices unless your business specifically wants to include them.

• Confirm the new distributor receives the email invitation to review the guide.

2. Distributor receives the shared guide and reviews the request 0:35

• The distributor salesperson receives an email with a link to the shared ordering guide.

• The email explains that your business wants to send them business and asks them to open the shared guide.

• The salesperson can see which items you currently buy, but not the other distributor’s pricing.

• They can decide whether they carry identical items or need to create substitutes.

3. Distributor imports their item catalog into MadChef 1:23

• The distributor salesperson goes to Manage Items in MadChef.

• They upload their item list or ordering guide file.

• They must follow the required template format for the import to work correctly.

• Once uploaded, their items are added to the MadChef portal.

4. Verify that the distributor’s items were imported successfully 1:59

• Refresh the item list to confirm the new distributor’s products appear in the portal.

• Check that the imported items match what the distributor carries.

• If items are missing, the distributor should correct the file and re-upload it.

• At this point, the restaurant team does not need to do any manual importing.

5. Link matching items between distributors 2:19

• Review the original ordering guide and the newly imported distributor items side by side.

• Identify products that are the same or close substitutes.

• Link matching items one by one, such as mussels, oysters, salmon, or tuna when available.

• If an item is not available, skip it and continue with the rest of the catalog.

6. Complete the linking process and notify the restaurant team 3:34

• After linking all possible items, click All Done.

• MadChef sends an email notification that new items have been added to the ordering guide.

• Refresh the ordering guide to confirm the linked items now appear under the original distributor view.

• Verify that the linked products are visible without any action required from the chef or owner.

7. Use the completed guide for follow-up sales discussions 4:09

• Once the items are linked, the distributor can meet with the restaurant to discuss product quality.

• Use the completed guide to negotiate pricing, delivery days, and sales terms.

• Keep the process focused on logistics and product fit rather than manual paperwork.

• The restaurant team should not need to create printed lists or manually compare catalogs.

Cautionary Notes

• Confirm imported items and links carefully to avoid incorrect product matches.