Which cost calculation system actually works better for your restaurant - spreadsheet-based or mobile-first? Ratatool operates through Excel spreadsheets on your computer, while mobile apps run anywhere on your phone. Both calculate food costs but serve different kitchen management styles.
What is Ratatool?
Ratatool is an Excel-based cost calculation system for restaurants. It consists of extensive spreadsheets where you can record recipes, ingredients and prices.
- Works in Microsoft Excel
- One-time purchase (no subscription)
- Extensive calculations possible
- Requires a lot of manual data entry
What is a mobile food cost app?
Mobile food cost apps are designed specifically for independent hospitality entrepreneurs with 1-5 locations. The app automatically calculates your food cost and helps with HACCP registration.
- Mobile app (iOS and Android)
- Monthly subscription from €24.99
- Automatic calculations
- User-friendly interface
💡 Example comparison:
You want to calculate the cost price of a pasta carbonara:
- Ratatool: Open Excel, find the right tab, fill in manually
- Mobile app: Open app, select recipe, see result immediately
Time saved: 5-10 minutes per calculation
Key differences
Ease of use
Ratatool: Requires Excel knowledge and time to master the system. You need to understand formulas and organize spreadsheets.
Mobile apps: Intuitive app interface. You don't need Excel knowledge and can get started right away.
Mobility
Ratatool: Only available on computer. You can't quickly look something up in the kitchen.
Mobile apps: Always at hand on your phone. Check cost prices while you're standing in the kitchen.
⚠️ Note:
Ratatool requires you to make your own backups. If your computer crashes, you lose all your data. Mobile apps store everything safely in the cloud.
Costs
Ratatool: One-time purchase of approximately €200-400 (depending on the package). No ongoing costs.
Mobile apps: Monthly subscription from €24.99. Approximately €300 per year.
💡 Cost example over 3 years:
- Ratatool: €400 one-time = €11/month
- Mobile app: €25/month = €900 total
Ratatool seems cheaper, but factor in the time for Excel work in your costs.
HACCP and food safety
Ratatool: Focuses purely on cost calculation. For HACCP you need other tools or paper lists.
After managing kitchen operations for nearly a decade, I've seen how scattered systems create gaps in food safety compliance. Mobile apps: Have built-in HACCP modules for temperature registration and food safety.
Ratatool makes sense if you:
- You like working with Excel and have experience with it
- You want a one-time investment without a subscription
- You have plenty of time to set up the system
- You work mainly from an office/computer
Mobile apps work better if you:
- You want quick results without Excel hassle
- You're often in the kitchen and want to work mobile
- You also want HACCP registration in one system
- You have 1-5 locations (not suitable for large chains)
💡 Practical example:
Restaurant The Golden Spoon first tried Ratatool:
- 3 weeks needed to enter all recipes
- Chef couldn't use it (no Excel knowledge)
- Updates forgotten so prices didn't match
After switching to a mobile app: all recipes entered within 2 days and chef uses it daily.
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Start free trial →How do you choose between Ratatool and KitchenNmbrs?
Determine your Excel skills
Are you handy with Excel and don't mind adjusting formulas? Then Ratatool could be an option. Do you have little Excel experience or want to keep it simple? Then KitchenNmbrs is a better fit.
Check where you work most
Do you work mainly from an office behind a computer? Then Ratatool can suffice. Are you often in the kitchen and want to quickly look something up? Then a mobile app like KitchenNmbrs is more convenient.
Review your total needs
Do you only need cost calculation? Both can do that. Do you also want HACCP registration, allergen management and mobile access? Then KitchenNmbrs offers more in one package.
✨ Pro tip
Test your top 15 recipes in both systems during a 3-day trial period. You'll quickly discover which workflow fits your kitchen's daily rhythm better.
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Frequently asked questions
Can I switch from Ratatool to a mobile food cost app?
Yes, you can switch systems. You'll need to re-enter your recipes and ingredients in the mobile app. Most entrepreneurs complete this transition within a few days.
Which system gives more accurate cost prices?
Both can be equally accurate if you use them correctly. The difference is in ease of use: mobile apps are less prone to entry errors thanks to their user-friendly interface.
Can my team also work with these systems?
Ratatool requires everyone to be able to use Excel. Mobile food cost apps are designed so that kitchen staff without Excel knowledge can also use them.
What happens if I cancel my mobile app subscription?
You can export your data before you stop. With Ratatool you always have access to your Excel files, even after years.
Which system handles seasonal menu changes better?
Mobile apps typically update faster since they're designed for quick recipe modifications. Ratatool requires more manual spreadsheet adjustments but offers deeper customization options.
Do these systems work offline during busy service periods?
Ratatool works completely offline since it's Excel-based. Most mobile apps need internet connection, though some offer limited offline functionality for viewing existing recipes.
📚 Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
- Warenwetbesluit Bereiding en behandeling van levensmiddelen (2024) — Official source
- WHO — Foodborne diseases estimates (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
Compare for yourself — KitchenNmbrs vs. the rest
There are multiple food cost tools on the market. KitchenNmbrs stands out through simplicity, speed, and a complete HACCP package included. Test it free for 14 days and judge for yourself.
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