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Beautiful solutions, powerful results

Tendering


Pelican's tendering service is managed by our CIPS qualified experts, who adhere to EU standards.

We provide a thoroughly planned and professionally implemented tendering process that offers a consistent and fair approach to achieving significant savings.

We manage all aspects of the formal tendering process leaving you to concentrate on your core business:

  • Pre-Tender Interview
  • Tender document preparation
  • Award process
  • Mobilisation Stage
  • Post-Tender Management

Key points

  • Achieve significant savings
  • Managed by CIPS qualified staff
  • Smooth contract mobilisation
  • You remain in full control
  • Self-financing
  • No restriction on supplier inclusion

Customer perspective

”Although consistency of product is of the utmost importance to us as a group, price is also a major factor. So the 15% and 18% savings we made with Pelican on food-and-drink and non-food items respectively, makes a sizeable difference to our bottom line.”

Michael Moir, Head of Retail, Baxters International Food Company

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  • Golf & leisure centres

    Mytime Active

  • Local Authority

    Birmingham City Council

  • Independent day and boarding school

    The King's School, Canterbury

Price Management


Our market knowledge and extensive product-pricing database enable us to ensure you are getting the most competitive pricing for all your purchases.

We advise you of opportunities to save money by switching suppliers, brands or pack sizes.

We provide you with a weighted shopping basket that clearly shows the impact of price reviews on your costs and ensures that any price rises are challenged and are fair.

Key points

  • Get best value from your existing suppliers
  • Check prices against our database
  • Set fixed prices for set periods
  • Agree contractual KPIs
  • Rationalise your product purchases

Customer perspective

”I was impressed with Pelican’s professional approach and the savings they delivered on our food purchases. Making sure we get the best value at all times is very time consuming, so Pelican’s expertise is crucial to us.”

Gavin Blackstone Bursar, Fulneck School

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  • Pub group

    Great Little Pub Company

  • Secondary academy

    Riddlesdown College

  • Further Education

    Northumberland College

Supply chain management


We develop bespoke service-level agreements that cover all your business needs.

We conduct supplier review meetings to ensure the contract enhances your business operation and to discuss new and innovative products.

We monitor KPIs and, in order to improve supplier performance, we include termination clauses in the event of serious breach of performance.

Key points

  • KPIs monitored
  • Problems resolved
  • Formal review meetings
  • Improved supplier performance

Customer perspective

”Since working with Pelican, we’re looked after by our suppliers better than we were before! What’s more, Pelican solves any issues on our behalf and makes sure the problems are not repeated.”

Moreton Hall, Oswestry

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Purchasing reports


Using our powerful purchasing system (Pi™), you can log in and see exactly what you and your team are buying whenever you like.

Our system’s smart technology allows you to analyse your purchasing history and habits at site level, by supplier, by category or even at product level.

You can see detailed and insightful purchasing reports as data or beautifully presented graphs.

Key points

  • Web-based
  • Real-time reporting
  • Powerful management tools
  • Graph and data format
  • Consistent data for the whole business

Customer perspective

”I was blown away by Pi’s simplicity and effectiveness. The system provides a level of visibility and control over purchasing spend that I hadn’t realised was possible. We save around two hours each day because of it. In short, I’m a far more streamlined operator since I started using Pi – quite frankly I’m not sure how we coped before!”

Andrew Scott, Managing Director, Scott Hospitality Services

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Gross profit


Understanding and monitoring your organization’s performance is vital to the success of any business. Our bespoke Pi system now enables you to quickly and easily calculate your gross profit.

Your supplier invoices, along with opening and closing stock figures, are automatically stored within the system. You can then simply exclude non-relevant invoices and add any other business costs you wish to include. The whole process takes just a few minutes, enabling you to accurately determine gross profit and track GP performance via user-friendly graphs and tables.

Key points

  • Effortlessly calculate operating gross profit
  • Centrally record sales income, opening & closing stock figures, and other associated costs such as wastage and staff meals
  • Track GP performance via user-friendly graphs and tables
  • Works in conjunction with our stock management system

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Compliance monitoring


Our Pi™ system automatically monitors which products you are purchasing and compares them against your agreed contract list – helping you to realise your agreed savings.

The system provides you with real-time, purchasing compliance percentages for each of your sites and for each of your suppliers – detailing which products are being purchased outside of your agreed contract list.

When menu changes and new products are required we will ensure that the prices secured are highly competitive and are added onto your contract list.

Key points

  • Monitor contract compliance levels
  • Achieve maximum contact savings
  • View non-contract purchased items
  • Automated system using invoice data

Customer perspective

“I am around 30% better off across all my purchasing by using Pelican, than if I did not have their support.”

Greg Sergeant, Managing Director The Great Little Pub Company

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Purchase-to-pay system


Quick and easy to use, our fully automated purchase-to-pay system enables you to process orders to multiple suppliers from one web-portal.

Our system provides you with complete visibility and total control over your purchasing – from the moment you place an order, right through to the approval of an invoice.

Your purchasing will be fully auditable and reportable.

Key points

  • Total purchasing discipline
  • Order online with multiple suppliers
  • Streamline your purchasing process
  • Finance package integration

Flexible online ordering


Our online ordering system (Cherry Pi™) offers you an easy and fast way to place orders with your suppliers online.

Order templates can be set up in seconds and orders placed in just a couple of minutes.

You can find products very quickly and tailor your product list so your staff can only order approved items.

Our system also uses a staged approval system, so that any orders placed can be forwarded to the budget holder, prior to them being sent to a supplier.

The system is flexible; you can use it when you wish, alongside other ways of ordering goods from your suppliers.

Key points

  • Easy and fast way to place orders
  • Find products in seconds
  • Create order templates
  • Set approved item list
  • Flexible – use as and when required

Customer perspective

”Pelican’s ordering system gives us much more flexibility and saves both time and resource. It only takes 10 minutes or less to place orders, so the process is much easier and simpler and it also provides a clear on-line audit trail.”

Mark Capper, Marketing and Development Manager,
Surrey County Council Commercial Services

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Online stock management


Our amazing stock management system (Pitstop™) enables you to create multiple store locations and build bespoke stock sheets representing your actual business operation.

You can use your mobile device to monitor and update stock. Once count data has been entered, the system will provide you with an instant stock valuation, alongside consumption reports.

Our system uses your invoice line data to automatically manage your pricing and maintain your stock sheets for you, adding any new products that you have purchased.

Key points

  • Automated online tool
  • Create bespoke stock lists
  • Maintains prices and products
  • Instant stock valuations
  • Consumption and usage reports

Customer perspective

”With regards to stock management, before using Pi™ we kept pages of information about every item that we had in our buildings and had to manually count stock. Now, with Pelican's system, we can use an Ipad or print off the stock list, which is itemised for every individual unit, down to individual freezers. It’s become more accurate and cuts down labour time tremendously – it now takes one hour instead of four.”

Jo Haslam, Director and Co-owner of TLC Inns Ltd.

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E-Invoicing


Our Pi™ system will make the process of handling your supplier invoices easier, faster and more productive. Invoices are received electronically directly from suppliers systems can be approved on line, and any discrepancies can be recorded and payment held back until resolution. Accruals are more accurate as lost invoices are no longer an issue.

Key points

  • Save time on manual data inputting
  • Accurate information
  • Access your invoices 24/7

Customer perspective

”Before, I would have to contact each home and request copies of invoices – these would then be faxed or scanned and emailed to me, but it all took manual intervention and time. Now, I can jump on Pi and see all invoices remotely.”

Geoff Almond, Financial Controller at Greensleeves Homes Trust

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Automated Invoice Reconciliation


Many organisations need to reconcile hundreds or thousands of paper invoices each month.

Our Pi™ system provides an easy automated invoice reconciliation solution, enabling all relevant personnel to view invoices online – in full detail – giving them the ability to approve or decline them as appropriate.

All invoices are presented in the same format showing all relevant details thus enabling staff to check and approve them quickly.

You can also record any issues against each invoice, which allows you to monitor each supplier's performance over time.

Key points

  • Save time on manual process
  • Save admin cost
  • Increase accuracy
  • Access your invoices 24/7
  • Record problems and reconcile them online

Customer perspective

”As a catering manager, one of the most time-consuming monthly tasks is checking supplier invoices and credits. By using Pelican’s invoice reconciler, I can check off invoices and credits as they come in. They are clearly highlighted and make reconciling so much quicker. I think Pelican’s Pi reconciliation facility is a must-have tool for any catering establishment!”

Nick Hansell, Head Chef, Partnerships in Care

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Invoice and Nominal Code Import


For most organizations, consistently assigning the correct codes to invoices is often a difficult and time-consuming task. Inputting data manually into a finance package can be a lengthy process and prone to human error.

Our Pi system automatically codes your supplier invoices and products and allow you to import your coded invoices directly into your finance package. (E.g. PASS finance or Sage 50/200).

This system is unique and works alongside our fully outsourced accounts payable function.

Key points

  • Store your own nominal code structure within Pi
  • Configure the system so that supplier invoices are automatically coded
  • Override predefined default settings so that irregular purchases can be coded ad-hoc
  • Instantly view a coded summary for a group of invoices or an entire statement
  • Import the data in a variety of user-friendly formats

Customer perspective

”Using Pi to import our invoices and credit notes is fantastic! It saves so much time not having to key all the information separately for each document. Our efficiency and accuracy is improved as there are no longer errors in inputting the long invoice numbers, it is all done by Pi. Using Pi to do all the hard work, enables us to spend more time on other areas.”

Sam Holder, Business Plan Manager, Thomas's London Day Schools

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Automated Invoice Price Checking


In real time our system automatically checks all your invoices against your agreed contracted price, highlighting any discrepancies between the two.

If discrepancies are identified, Pelican will raise a credit note on your behalf and monitor this process to ensure that all credits are received from suppliers.

Our system saves you time and allows your staff to focus 100% on your core business activities.

Key points

  • Automated services
  • Pay correct prices at all times
  • Reduce admin cost
  • Complete peace of mind

Customer perspective

”Pelican's invoice checking systems make my chefs' and managers' jobs a lot easier because they no longer have to check invoices for pricing to ensure that prices have not gone up and that we are not being overcharged. This is now being done automatically for us.”

Steve Hutton, Managing Director, Middleton's Steakhouse and Grill

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  • Secondary academy

    Riddlesdown College

  • Secondary school

    Nottingham High School

  • Further Education

    Northumberland College

Outsourced accounts payable


Our bespoke Pi™ system enables you to pay all your suppliers via one simple monthly payment. The system receives all your supplier invoices electronically and allows you 24/7 access to invoices from a secure web site. This process will reduce your back office costs, as you will no longer need to manually input invoice data or pay suppliers individually.

Fundamental to its operation is that you remain in full control.

Key points

  • Save time and invoice processing costs
  • Complete peace of mind
  • View your statement online
  • Secured by Direct Debit Guarantee
  • Supplier invoice resolution

Customer perspective

”I have calculated that using Pelican Pi™ system reduces our manpower by 80%, as the need to manually handle invoices and financial reporting has all but gone. Now, for the first time in ten years, we benefit from real-time, consistent, polished reports with complete visibility of our purchasing cost. It gives me the consistency I have been looking for.”

Craig Senior, Group Food and Beverage Manager, Mytime Active

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