Food waste prevention systems vary widely in their features, support models, and long-term value. Some focus on tracking and reporting, while others are built to support broader operational or sustainability goals. If you are in the process of evaluating vendors, it helps to ask structured questions that go beyond product demos.
This list offers a starting point. It covers core functionality, day-to-day usability, and areas like integration, support, and future development, so you can make a well-informed decision that fits your operation.
- Waste Reduction & Results: “What level of waste reduction do your clients typically achieve, and in what timeframe? Do you have case studies or references similar to our type of operation?” – This gauges the solution’s effectiveness and credibility. Look for concrete figures (percent reductions, ROI) and real-world success stories.
- Data Capture: “How does your system capture data on food waste? Is it fully automated (camera/AI) or does it require staff interaction? How do you ensure the data is accurate and consistent?” – Understanding the method and reliability of data capture is crucial, as it affects day-to-day use and data quality.
- Analytics & Reporting: “What kinds of reports and dashboards are available out-of-the-box? Can we customize reports or perform ad-hoc analysis? Will we be able to see data by site, by category, over time, etc., and export it easily?” – You want to know if the reporting will meet your needs or if you’ll have to do extra work to get the insights you want.
- Real-Time Access: “Is there a mobile app or cloud portal for checking data in real time? Can we receive alerts for unusual waste events or threshold exceedances?” – If being nimble is important, a mobile-enabled solution with alerts will stand out. Ask to see the mobile app in action if possible.
- Actionable Insights: “Beyond reports, does the system provide any insights or recommendations automatically? For example, will it highlight top waste items and suggest actions to reduce them? How does it use technologies like AI or machine learning in this regard?” – This separates basic tracking tools from intelligent platforms. A vendor that can clearly demonstrate their system’s smart insights is likely more advanced.
- Goal Management: “Can we set waste reduction goals in the platform and track progress towards them? What features help engage our team in meeting those goals (e.g., notifications, leaderboards, etc.)?” – This will show whether the solution is designed for active program management or just passive tracking.
- Breadth of Waste Addressed: “Does the system track only kitchen (pre-consumer) waste, or can it also handle plate waste (post-consumer)? Do you offer any tools for engaging customers or front-of-house staff in waste reduction?” – Depending on your needs, ensure the solution’s scope covers all relevant waste. If you have buffets or cafeterias, a vendor with a plate waste module or digital signage has an edge.
- Hardware & Installation: “What equipment is required at our site? How much space does it need and what are the installation requirements (power, internet)? Is the equipment portable if we need to use it at events or move it around?” – Make sure there are no surprises about what you need to set up. If you intend to do a trial at one site, ask how easy it is to later expand (do you just order more units and plug them in?).
- Maintenance & Reliability: “What is the maintenance on the equipment? How often does it need calibration or service? What happens if a device goes down – how quickly can it be fixed or replaced?” – You want to assess the durability of the solution and the vendor’s support in case of technical issues.
- Integrations: “Can your system integrate with our existing systems (inventory, menu planning, procurement, etc.)? Do you have existing integrations or an API we can use? Also, can we get our data out easily if we need to analyze it elsewhere?” – This is key for more advanced needs and for future-proofing. Even if you won’t integrate on day one, it’s good to know the capability is there.
- User Experience: “Can you walk us through a typical user experience? For example, how does a chef use the system during a shift, and what does a manager look at, and what might an exec see?” – Understanding how different roles interact with the tool will show if it fits your organizational structure. This is often demonstrated in a live demo.
- Support & Training: “What training do you provide during onboarding? Do you have ongoing support or account management included? If we have turnover in staff, how can new users learn the system?” – This helps gauge the vendor’s commitment to customer success. Look for comprehensive training and a plan for sustainability of the program (not just a one-time setup).
- Enterprise Features: (if applicable) “How does your solution handle multi-unit operations? Can we group sites, compare them, and manage user permissions centrally? Are there features specifically for enterprise clients (like SSO, centralized admin controls, multi-language support)?” – If you are a larger organization, these details matter.
- Cost and Pricing Model: “What is the pricing structure – is it a one-time purchase, an annual subscription, per-site fee, etc.? What’s included in that price (hardware, software, updates, support)? Are there additional fees for more users or for integrations?” – Make sure you understand the total cost of ownership. Some solutions might have lower upfront costs but higher ongoing fees, or vice versa. Also ask about hardware replacements or upgrades if the contract is multi-year.
- Roadmap and Innovation: “What new features or improvements are you working on? Where do you see food waste technology going in the next few years, and how is your company addressing that?” – This can be a telling question. A vendor that is eager to discuss their upcoming AI features or new modules (even at a high level) is likely staying ahead of the curve. You want a partner that will keep innovating along with industry needs (like the emerging focus on event catering waste or improved AI analytics).
These questions can help surface differences that may not be obvious during a product demo. They also give structure to internal conversations, helping your team define what matters most—whether that is data quality, technical support, or the ability to manage multiple locations under one system. The goal is not to find the most advanced tool, but the one that fits your kitchen, staff, and long-term objectives.
For more information on how you can find the right fit when evaluating food waste management systems, download a free copy of our Buyer's Guide for Food Waste Management Solutions.
To learn more about how Leanpath can help you implement an effective food waste prevention program tailored to your operation reach out now for a consultation.