Set up suppliers
A supplier in Rinvy is whoever you buy from. Products link to a supplier, so the order list can group an order by vendor and project when product will land. Three fields do most of the work: name, delivery days, and lead time. The order list uses all three.
Fields on a supplier
Name (required). The name your team uses out loud —
Sysco,US Foods,Restaurant Depot, your local fish supplier. Shown on the order list and in product details.Delivery days (optional). Which weekdays this supplier actually delivers. Used to project when a placed order will arrive.
Delivery lead time (optional, in days, default
1). The gap between placing an order and the delivery showing up. Combined with delivery days to project the next available delivery date.Each order lasts (default Until the next truck arrives). How far each order from this supplier has to stretch. By default, the order list sizes an order to last until the following truck arrives, since that truck covers its own day. If this supplier's truck comes during service, or often runs late, pick Through the next delivery day. The order list then also covers the day the following truck comes.
Order cutoff time (optional). The time of day this supplier needs an order submitted by. On a day an order is due, Rinvy sends an order reminder as a push notification about 2 hours before this time, or at 9 AM if you leave it blank. Rinvy reads the time in the kitchen's time zone from Kitchen Settings. That setting uses names from the IANA time zone database, such as America/Chicago, so the reminder follows daylight saving time.
Contact details (all optional). The rep's contact name, email, phone, and the account number you have to quote when you place an order. Email and phone show on the supplier row so they're one glance away when you're ready to order.
Minimum order value (optional). The smallest order this supplier will accept, in your kitchen's currency: the ISO 4217 code set in Kitchen Settings, such as USD or CAD. When a draft order for this supplier totals less than this, the order list shows an orange caution banner telling you how far under you are — so you can top the order up before you send it. Leave it blank if the supplier has no minimum.
Notes (optional). Anything worth remembering — delivery quirks, ordering instructions.
Below those fields, the same form continues into the Contact and Ordering sections — the rep's details and the minimum order value:
Why does the order list need delivery days and lead time?
The order list needs both to work out when an order placed today can land, so it can flag a product that will run out before then. It reads two things from the supplier:
- Delivery days so it knows which weekdays are even candidates.
- Lead time so it knows you can't order today and have it land tomorrow if the supplier needs 2 days.
If a product is projected to stock out before the next available delivery, the order list flags it. The supplier's schedule is what makes "next available delivery" computable.
Linking products to a supplier
A product carries one primary supplier, set on the product itself (or via the CSV importer) — see product setup overview. That primary supplier is what groups the product on the order list.
If you buy the same item from more than one supplier (or in more than one pack shape — say a 4×5 lb case from your distributor and 10 lb tubes from a club store), don't create duplicate products: add purchase options to the one product instead — see purchase options. Each option records its own supplier, pack size, and price history, and receiving against an option keeps inventory, recipes, and cost math on the single product. The default option is what fills the product's supplier/case size/case cost fields.
What Rinvy learns from invoices
When you review invoices from a supplier, Rinvy learns from what you do. To see what it learned, open the supplier on the Suppliers page. Up to three lists show under the form:
- Supplier codes and aliases. Each item code, line description and supplier unit that invoice matching learned for this supplier's products, with the day Rinvy learned it.
- Invoice email senders. Each email sender that Rinvy links to this supplier, because you picked this supplier on an invoice from that sender.
- Always-skipped invoice lines. Each line that you told Rinvy to skip on every invoice from this supplier, with Always skip from in invoice review.
A list shows only when it has an entry. If an entry is wrong, press Remove next to it. Rinvy forgets the entry, so it does not decide the next invoice that has that code, sender or line. See upload and review and email forwarding.
Supplier scorecard
On Standard and Pro plans, each supplier row shows a scorecard — fill rate, on-time delivery, and price stability, scored from your own delivery and receipt history over the last 90 days. Tap the strip to open the detail, which breaks down price movement per product and lists recent deliveries (ordered vs received, expected vs delivered date).
- Fill rate — how much of what you ordered actually arrived, across orders that were received and linked to a receipt. The detail also shows "N of M short."
- On-time — how often a delivery landed on or before its expected date, plus the average days late when it slipped.
- Price stability — the share of the products you buy from this supplier whose case price moved more than 5% between deliveries, alongside any active price alerts.
The scorecard reads your existing orders and receipts — nothing extra to enter. A supplier you haven't ordered from yet shows — rather than a misleading 0%. Recording shorts, credits, and returns as their own line types makes fill rate and spend more accurate. For what each score means and how it is calculated, see supplier scorecard. To compare what one product costs across several suppliers side by side, see the vendor price comparison report.
Plan limits
Each tier caps the number of suppliers you can have:
- Free: 3
- Standard: 10
- Pro: Unlimited
Trying to create a supplier above your cap returns an error and the supplier isn't created. See plan limits.
Common mistakes
Leaving delivery days blank to keep setup short
The order list still works without delivery days — it just can't tell you when a delivery will actually land. Take 30 seconds per supplier to tap the right day chips.
Using a lead time of 0
Lead time is the gap between order and arrival. 0 means same-day delivery, which is rare. Most
suppliers are 1 or 2.
Creating a generic "Misc" supplier for one-off purchases
It clutters the order list. Either create real suppliers per vendor or leave one-off products' supplier blank — they'll skip order list grouping cleanly.