Coordinating Custom Beef Orders

A custom beef order involves three parties: the producer, the customer and the processor. A simple system for moving information between all three can prevent missed cut sheets, payment confusion and forgotten freezer pickups.

Build the order around milestones

A useful workflow might include:

1. Customer reserves a quarter, half or whole beef.
2. Producer confirms estimated timing and pricing basis.
3. Deposit is collected if required.
4. Processor date is confirmed.
5. Customer receives cutting instructions and deadline.
6. Animal is delivered for slaughter.
7. Actual carcass weight becomes available.
8. Final farm charge is calculated.
9. Processing is completed.
10. Customer receives pickup instructions and final payment requirements.

Decide who communicates with the processor

Some processors prefer to receive cut sheets directly from customers. Others work primarily through the producer.

Choose one process and tell customers clearly who they should contact.

Track every order

For each customer, keep the important information together:

• Name and contact details
• Quarter, half or whole order
• Deposit and payment status
• Expected processing date
• Cut-sheet status
• Actual carcass weight
• Processor information
• Pickup status

Prepare customers for changes

Agriculture is variable. Animal readiness, processing schedules and final weights can change. Tell customers how you will communicate changes and what happens if timing moves.

Finish the relationship after pickup

Check that the customer received their order and understands what is in their freezer. A simple follow-up can answer questions, improve next year’s cut sheet and turn a first purchase into a repeat customer.