In recent years, distributors in the HORECA channel (Hotels, Restaurants, and Catering) have faced a growing challenge: the sustained increase in operating costs. Transportation, energy, labor, and environmental regulations are some of the factors putting pressure on margins and reducing competitiveness.
In this article, we analyze the most relevant data, the trends for the coming years, the legislation affecting the sector, and how to design a control system based on accounting data to help you anticipate and maintain profitability.
1. How Much Have Costs Risen in Recent Years?
Transportation and Fuel
Transportation costs have risen significantly, driven by fuel prices, tolls, and the shortage of drivers. Since 2020, the cumulative increase is around 25–30%, with peaks in 2022 due to the energy crisis.
Energy
The cost of electricity and gas for industrial use nearly doubled between 2021 and 2022, significantly increasing expenses for refrigeration, storage, and preservation. Although prices have stabilized, they remain well above pre-pandemic levels.
Labor
Spain’s Minimum Wage (SMI) has risen by more than 50% since 2018. This translates into higher labor costs and social contributions for distribution companies. The impact has been especially significant for warehouse staff and delivery drivers, while more qualified positions (office staff, sales representatives) have experienced smaller increases, although proportionate to updated agreements.
2. Trends for 2025 and Beyond
- Mandatory Digitalization: Real-time control of inventory, sales, and margins using ERP (Enterprise Resource Planning) and BI (Business Intelligence) tools.
- Logistics Optimization: Route planning and predictive data to reduce mileage and fuel consumption.
- Supplier Consolidation: Fewer, more reliable suppliers with long-term agreements to ensure stability.
- Dynamic Pricing Policies: More frequent price adjustments to adapt to changes in variable costs.
3. Legislation Driving Up Costs
The regulatory framework continues to add pressure:
- Waste and Soil Contamination Law: Requires packaging management and compliance with recycling objectives.
- Minimum Wage Increases: Directly impact payroll costs.
- European Emission Regulations: Will affect vehicle fleets and logistics, requiring medium-term adaptations.
4. The Hidden Cost: More Taxes, More Paperwork, Less Productivity
In addition to direct increases in raw materials, transportation, and energy, there is a silent cost that grows every year: the administrative burden. Each new regulation means:
- Extra office hours to prepare reports and filings.
- Implementation or upgrading of ERP systems to comply with reporting requirements.
- Continuous training for administrative staff.
- Adaptation to more frequent inspections.
These tasks do not add direct value to the customer, but they are mandatory. The result: more work, more resources, and higher fixed costs, reducing the distributor’s agility.
5. How to Design a Control System Based on Accounting Data
An accounting control system allows you to move from reaction to anticipation. Here are the key steps:
Step 1. Classify Costs by Responsibility Centers
Group expenses by area: transportation, warehouse, purchasing, sales, personnel, and administration. This will show where cost increases are concentrated.
Step 2. Define Key Performance Indicators (KPIs)
- Margin by product line.
- Average delivery cost.
- Logistics ratio: (Transport + warehouse costs) divided by revenue.
- Administrative hours per processed order.
Step 3. Automate Data Capture
Integrate invoice, logistics, and sales data into an ERP or BI system that generates automatic reports.
Step 4. Analyze Trends and Set Alerts
Compare key indicators month by month. Set alerts when delivery costs rise more than 10% compared to the previous quarter.
Step 5. Simulate Scenarios
What happens if fuel prices rise by 10%? What if a key customer is lost? Simulation helps you prepare action plans and avoid surprises.
Conclusion
The escalation of costs in HORECA distribution will not stop in the short term. However, a distributor who works with accurate data can anticipate changes, negotiate better with suppliers, and maintain profitability. The key is not just saving, but making informed decisions.
How Can We Help You?
Our mission at RED PARALELA is to be your trusted partner: offering competitive prices and impeccable service all year round, without legal complications or risks from mismanagement that could further increase your indirect costs.