How to choose a catering equipment supplier: the 10-point checklist
Suppliers look similar from the outside — the same machines, similar websites, comparable prices. The differences that matter show up after you pay: delivery times, warranty support, spares and how honestly you were quoted. This checklist is what we would want a buyer to use on us, too.
The checklist
- 1. Real contact details. A published phone number that a human answers, a physical address (or honest "online only" statement), and business hours. Test it before you order.
- 2. Written warranty terms. Length, what is covered, carry-in versus on-site, and who performs repairs. If it's not written down, assume it doesn't exist.
- 3. Spares availability. Ask: "Are spares for this unit stocked in South Africa, and what is a typical lead time?" This question alone separates serious suppliers from box-shifters.
- 4. Honest stock and lead times. "In stock online" doesn't always mean on the shelf. Get the lead time in writing before paying a deposit.
- 5. Itemised quotes. Each line item with model number, unit price, delivery cost and VAT treatment spelled out. Vague quotes become vague deliveries.
- 6. Delivery terms. Cost to your town, who carries the unit inside, and what happens if delivery is delayed. "Free delivery" thresholds come with conditions — read them.
- 7. Power and installation advice. A good supplier asks about your power supply before quoting a three-phase unit, and can point you to installation requirements.
- 8. Returns and refunds policy. Published, reasonable, and consistent with the Consumer Protection Act. Check who pays return shipping on faulty goods.
- 9. Payment safety. Card payments through recognised gateways (PayFast, PayGate) or in-person card facilities reduce risk. For EFTs, follow the fraud protocol below — every time.
- 10. Verifiable reputation. Reviews you can date and read (Google, HelloPeter, social pages), and a supplier willing to give you a reference customer for big orders.
The two-minute fraud check
Payment fraud is the biggest avoidable risk in this market. The classic setup: you request a quote by email, and later receive an email — appearing to come from the supplier — with "updated banking details". The details are the criminal's. Protection is simple: before every transfer, phone the supplier on the number from their official website and confirm the account number verbally. Legitimate suppliers are used to this check and will not be offended. Also beware of last-minute changes to banking details, pressure to pay urgently, and quotes from free email addresses rather than company domains.
If you suspect you have been defrauded, contact your bank immediately (many banks can freeze same-day transfers) and report it to SAPS.
What a good quote conversation sounds like
Before quoting you, a good supplier asks questions: what you'll cook, how many people you serve, what power you have, when you need it, and what you already own. They tell you when a cheaper unit is good enough for your use — and when it isn't. They give you a realistic delivery window instead of an optimistic one. If the conversation is only about discount, keep asking questions.
Put us through the checklist
Request a quote from the CaterEra team and judge us by all ten points — including the uncomfortable questions.
Frequently asked questions
How do I know if a catering equipment supplier is legitimate?
Check that they publish a physical address and working phone number, that their website has clear terms (delivery, returns, warranty), that the company is registered (ask for the registration number), and that online reviews match the story. A supplier who answers detailed product questions honestly is worth more than one who only discounts.
What warranty should I expect on commercial catering equipment?
Twelve months is the common baseline on new equipment, with some suppliers offering longer on specific components like compressors. Get the warranty in writing and ask three follow-ups: carry-in or on-site, who performs repairs, and whether spares are stocked in South Africa.
How do I avoid EFT fraud when paying a supplier?
Never trust banking details sent by email or SMS alone. Phone the supplier using the number published on their official website (not from the invoice email) and confirm the account details verbally before every transfer. Fraudsters intercept supplier email threads and send 'updated banking details' — a two-minute phone call prevents it.
Is the cheapest quote the best deal?
Rarely, for equipment you depend on. Compare delivered price, warranty length, spares availability, and lead time. A cheaper unit that is out of service for three weeks costs more than the difference in invoice price.