Most restaurant owners think they need expensive software before tracking their numbers. That's completely backward. A simple paper dashboard beats any fancy system you don't use.
Start with these 5 figures on one A4
Skip the complicated systems for now. Create a basic overview of your essential metrics and post it where you'll see it daily.
💡 Example dashboard for a bistro:
- Yesterday's revenue: €1.847 (target: €1.650)
- Number of covers: 73 (avg. bill: €25.30)
- Food cost this week: 32% (target: under 30%)
- Inventory value: €3.200 (previous week: €3.450)
- Top 3 dishes yesterday: Ribeye (12x), Salmon (8x), Pasta (15x)
Where do you hang it?
Pick a location you'll encounter naturally throughout your shift, but keep it away from customer sight lines. Most operators prefer:
- Office/admin corner: If that's part of your daily routine
- By the register: You'll glance at figures with every transaction
- In the kitchen: Inside a cabinet door works perfectly
- By the computer: Next to your screen where orders get processed
⚠️ Note:
Keep revenue figures and cost percentages out of guest areas. They don't need to see your financial details.
How often do you update it?
Begin with weekly updates. Every Monday morning, spend 10 minutes entering last week's data. After this becomes second nature, you can shift to daily tracking.
💡 Example weekly rhythm:
Monday 9:00: Record previous week's performance
- Total weekly revenue
- Average food cost (rough estimate)
- Number of covers
- Notable wins or problems
From paper to digital
After maintaining your paper dashboard for 30 days, you'll identify which metrics actually matter to your operation. That's your cue to explore digital solutions that automate these calculations.
From tracking this across dozens of restaurants, I've seen that tools like KitchenNmbrs can handle these computations automatically. But paper first helps you figure out what's truly valuable.
Expanding your dashboard
Once you've got a month under your belt, consider adding these metrics:
- Labor cost %: Percentage of revenue going to wages
- Waste per day: Dollar value of discarded items
- Supplier comparison: Pricing from your primary vendors
- Seasonal pattern: Year-over-year comparison for same period
💡 Example expanded dashboard:
Week 15 (April 8-14)
- Revenue: €11.240 (last year: €9.850)
- Covers: 445 (avg. bill: €25.26)
- Food cost: 31.5% (target: 30%)
- Labor costs: 28% (normal: 25-30%)
- Waste: €127 (2.3% less than previous week)
How do you create your first figures dashboard today?
Choose your 5 most important figures
Start with yesterday's revenue, number of covers, estimated food cost, inventory value, and your 3 best-selling dishes. That's all you need.
Create a simple format
Use Word or write it by hand on an A4. Make sure the figures are large and clear so you can read them from a distance.
Hang it in the right place
Choose a spot where you see it automatically, but guests don't. By the register, in your office corner, or on the inside of a cabinet door.
Schedule your first update
Put it in your calendar: every Monday 10 minutes to update figures. Start weekly, later you can do it daily.
Evaluate after a month
Which figures did you look at most? What did you miss? Adjust your dashboard based on what you actually use.
✨ Pro tip
Create your first dashboard this Monday morning using last week's numbers. Spend exactly 15 minutes gathering your revenue, cover count, and top-selling dishes from your POS system.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
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Frequently asked questions
Which figures are most important to start with?
Focus on yesterday's revenue, cover count, and estimated food cost percentage. These three metrics provide immediate insight into your operation's health and don't require complex calculations.
Do I have to update this every day?
Start with weekly updates first. Once you've maintained that rhythm for a full month, then consider daily tracking. Consistency matters more than frequency at this stage.
Can't I just do this in Excel?
Excel works fine, but a physical board catches your eye automatically. You won't need to boot up your computer or remember to check a file.
What if I don't know my food cost exactly?
Begin with rough estimates. Calculate ingredient costs for your 3 bestselling dishes, divide by their menu prices (excluding tax), and you'll get a useful starting point.
Where do I hang this so guests don't see it?
Inside a kitchen cabinet door works perfectly, or next to your POS computer where you process orders. Your office area also works if you spend time there daily.
When should I switch to digital tracking?
After you've consistently used your paper dashboard for 30 days. By then, you'll know which metrics actually influence your decisions and can choose software accordingly.
What's the biggest mistake operators make with dashboards?
They try to track everything at once and get overwhelmed within two weeks. Start with just 3-5 key metrics and add more only after the habit sticks.
📚 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.
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