Introduction:
As a food truck operator, you’re not only responsible for serving delicious food, but also for ensuring everything runs smoothly behind the scenes. Purchasing food is a key consideration here, as quality, freshness, and cost-effectiveness are crucial to your success. In this article, you’ll learn where to source your ingredients, what tax rules apply, and how to store food properly. Whether you’re just starting out or looking to optimize your existing business—this guide provides you with in-depth information and practical tips.
Procurement of goods for food trailers
Where to shop (Where do you buy food and other goods?)
As a food trailer operator, you have numerous options for procuring your products:
- Wholesalers(such as Metro, Transgourmet, or Chefs Culinar) offer a wide range of products for the food service industry at competitive prices.
- Local suppliers: Local farmers, bakeries, and butchers often provide fresh, seasonal products with short supply chains.
- Online platforms: Providers such as Amazon Business, Selgros or food wholesalers with online stores make the ordering process easier.
- Markets: Weekly markets offer you the opportunity to talk directly to producers and assess quality.
- Direct purchase from the producer: For products such as honey, cheese or meat, direct contact with the producer is often worthwhile.
Criteria for the selection of suppliers
Pay attention to the following points when choosing your sources of supply:
- Reliability: On-time delivery is crucial for your operations.
- Quality: Freshness, origin and processing of the food should meet the highest standards.
- Value for money: Low prices are important, but not at the expense of quality.
- Certificates: Organic seals, QS test marks or IFS certifications give you peace of mind.
- Delivery conditions: You should keep an eye on minimum order quantities, delivery costs and returns regulations.
Quantity planning and purchasing frequency:
Planning ahead will help you save money and avoid losses:
- Calculate your requirements on the basis of experience and planned days of use.
- Use digital tools for inventory monitoring and demand planning.
- Plan regular but flexible shopping trips (e.g., 1–2 times a week).
- Take public holidays, events or weather conditions into account in your planning.
Tax aspects when buying food
VAT rates: What applies to which products?
Different VAT rates apply to food in Germany. Here is an overview:
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| Product group | Tax rate |
|---|---|
| Bread, milk, fruit, vegetables | 7 % |
| Soft drinks, coffee to go | 19 % |
| Ready meals for consumption on site | 19 % |
| Take-away meals (simple) | 7 % |
| Alcoholic beverages | 19 % |
Special features for food trailers
- With or without seating: If you offer food without seating, the reduced tax rate of 7% generally applies.
- Type of preparation: Complex dishes or on-site service may justify the full rate.
- Combinations: If you offer food and drinks together, different rates apply for each component.
Invoice and documentation:
- Always request a proper invoice (including name, address, tax ID number, and a separate VAT statement).
- Keep a purchase ledger or use digital accounting software.
- Keep receipts for at least 10 years.
Further tax topics
- Input tax deduction: As an entrepreneur subject to VAT, you can reclaim input tax paid from the tax office.
- Retention obligation: Invoices, delivery bills and receipts must be archived digitally or in paper form.
Shelf life and storage of food
Best-by date vs. use-by date.
- MHD (best before date): Indicates until when a foodstuff retains its properties if stored properly. Often still edible after expiry.
- Use by date: For perishable goods (e.g. meat, fish). No longer fit for consumption after expiry.
Particularly long-life foods
These products are ideal for stockpiling:
| Product | Shelf life during storage |
| Noodles, rice | 12–24 months |
| Canned food | 1–5 years |
| Vegetable oils | 6–12 months |
| Dried fruit | 6–12 months |
| Spices, salt, sugar | 24 months and more |
Storage in the food trailer
- Maintain the cooling temperatures (max. +7 °C for fresh goods).
- Use insulated storage boxes with cold packs for transportation.
- Use labels with a storage date.
- Separate raw food from prepared food (avoid cross-contamination).
- Ensure hygienic packaging (e.g. vacuum, airtight, protected from light).
Tips for reducing food waste:
- Process surpluses creatively (soups, dishes of the day).
- Donate surpluses (food bank, Too Good To Go).
- Stock systematically according to the FIFO principle (First In, First Out).
Practical tips:
Hygiene and safety requirements
- Personal hygiene (clothing, hand washing)
- Implement HACCP concept
- Document regular refrigerator checks
- Maintain cleaning schedules
Efficient use of storage space
- Use stackable crates and boxes
- Tarpaulin temperature zones: Refrigerator, freezer compartment, dry storage
- Use hanging schedules and inventory lists
- Sort by size and frequency of use
Conclusion
Professional purchasing and well thought-out storage are essential for the economic success of your food trailer. Use reliable suppliers, observe tax regulations and focus on sustainable warehousing. Keep yourself regularly informed about legal changes and trends in the street food market to stay up to date.
Disclaimer:
All information in this article is provided without guarantee and does not constitute tax or legal advice. We assume no liability for the accuracy and completeness of the content. If in doubt, please consult a tax advisor or a competent authority.