Ordering Supplies
Running out of something during a busy Saturday is no fun. This page covers how to keep stock levels healthy and what to do when supplies get low.
Daily Stock Check
Every opening shift includes a quick stock scan. Walk through these areas and eyeball the levels:
- Behind the counter -- Are pump bottles full? Are cup dispensers loaded?
- Under the counter -- Are backup sleeves still there?
- Refrigerator -- Enough milk and cream for the day? Check expiration dates.
- Tapioca pearls -- Enough dry pearls for the day's batches?
Rule of Thumb
If you would not feel comfortable getting through a full Saturday with what is on hand, it is time to reorder.
Reorder Points
When any item drops to these levels, notify the manager right away.
| Item | Reorder When | Typical Order Qty |
|---|---|---|
| Tapioca pearls (dry) | 2 bags left | 6 bags |
| Tea leaves (any type) | 1 bag left | 3 bags per type |
| Matcha powder | 1 tin left | 3 tins |
| Taro powder | 1 container left | 3 containers |
| Boba cups | 2 sleeves left | 1 case |
| Dome lids | 2 sleeves left | 1 case |
| Flat lids | 2 sleeves left | 1 case |
| Wide boba straws | 1 box left | 1 case |
| Sealing film | 1 roll left | 4 rolls |
| Brown sugar syrup | 1 jug left | 4 jugs |
| Honey | 1 bottle left | 3 bottles |
| Popping boba | 2 bottles left | 6 bottles per flavor |
| Jellies | 2 containers left | 6 containers per type |
| Canvases | 5 remaining | 20 per size |
| Acrylic paints | 3 tubes of a color left | 6 per color |
How to Notify the Manager
- Write the item and current count on the Reorder Whiteboard in back storage.
- Send a message in the staff group chat with the item name and how much is left.
- The manager will place the order and update the whiteboard with the expected delivery date.
Do Not Wait
If you notice something is low, say something. Even if you think someone else already reported it. A duplicate heads-up is better than running out.
Suppliers
| Category | Supplier Type | Typical Lead Time |
|---|---|---|
| Tea leaves and powders | Specialty tea supplier | 3-5 business days |
| Tapioca pearls and toppings | Bubble tea supplier | 3-5 business days |
| Syrups | Restaurant supply | 2-4 business days |
| Cups, lids, straws, film | Restaurant supply | 2-4 business days |
| Dairy (milk, cream) | Local dairy distributor | Next-day delivery |
| Art supplies (canvases, paint) | Art supply distributor | 5-7 business days |
| Napkins, cleaning supplies | Restaurant supply | 2-4 business days |
Manager Handles Ordering
Staff do not place orders directly. Your job is to flag low stock -- the manager handles the actual purchasing and vendor communication.
Emergency Supply Runs
Sometimes you run out of something before the next delivery arrives. Here is the emergency plan:
| Item | Where to Get It | Notes |
|---|---|---|
| Whole milk | Harris Teeter or Food Lion | Get whole milk only, not 2% |
| Oat milk | Harris Teeter or Target | Match the brand we normally use if possible |
| Heavy cream | Harris Teeter or Food Lion | |
| Coconut milk | Harris Teeter or Target | Canned or carton, check with manager |
| Honey | Harris Teeter | |
| Napkins | Target or Dollar Tree | |
| Cleaning supplies | Target or Dollar Tree | Food-safe products only |
For emergency runs, save the receipt and give it to the manager for reimbursement. Only make an emergency run if the manager approves it or if you cannot reach them and you are about to run out mid-shift.
Receiving Orders
When a delivery arrives, follow the Receiving Deliveries procedure before putting anything away.
Last updated: March 2026