Specials can be goldmines, but also silent loss items. Many restaurants add daily specials without checking if they actually make money. With a simple routine, you can check in advance whether a special is worth it.
The 5-minute special check
For every special you want to add, run through this quick check. It takes 5 minutes, but prevents you from losing money on dishes that seem popular.
💡 Example:
You want to create a special: grilled sea bream with seasonal vegetables for €24.50.
- Sea bream fillet 200g: €6.80
- Seasonal vegetables: €2.40
- Sauce and garnish: €1.20
- Oil, butter, herbs: €0.60
Total ingredient costs: €11.00
Calculate the food cost percentage
The formula is simple: Food cost % = (Ingredient costs / Selling price excl. VAT) × 100
For the sea bream example:
- Selling price excl. VAT: €24.50 / 1.09 = €22.48
- Food cost: (€11.00 / €22.48) × 100 = 48.9%
⚠️ Watch out:
A food cost of 48.9% is way too high. Standard restaurants keep it between 28-35%. This special would cost you money instead of making it.
The profitability threshold
Daily specials follow the same rules as regular dishes. Your food cost needs to stay under 35% to earn a healthy margin.
💡 Example recalculation:
Same sea bream special, but now making it profitable:
- Desired food cost: 30%
- Ingredient costs: €11.00
- Minimum selling price excl. VAT: €11.00 / 0.30 = €36.67
- Minimum menu price incl. VAT: €36.67 × 1.09 = €39.97
You need to charge at least €39.97 to achieve 30% food cost.
Alternatives if the price gets too high
If your minimum selling price becomes too high for your target market, you have three options:
- Smaller portion: 150g sea bream instead of 200g saves €1.70
- Cheaper ingredients: Sea bass instead of sea bream saves €2-3 per portion
- Skip the special: Sometimes that's the best choice
Daily routine for specials
Build this check into your daily routine. Every morning, before you decide on the special:
- Check what you have in stock that needs to move
- Calculate the ingredient costs
- Check the food cost percentage
- Set a fair selling price
- Only add it if it stays under 35% food cost
💡 Example routine:
Monday morning 9:00 - Decide on special:
- Stock check: 2kg ribeye needs to move
- Special idea: ribeye with truffle sauce
- Ingredient costs: €8.40 per portion
- At 30% food cost: minimum €30.60 excl. VAT = €33.35 incl.
- Decision: charge €34.50, food cost becomes 29.1% ✓
Digital help with calculations
This routine becomes much faster with a system that calculates automatically. Instead of doing the math by hand, you just enter ingredients and quantities. The food cost and minimum selling price appear instantly.
Many restaurants use an app like KitchenNmbrs to check specials before they go on the menu. This way you avoid discovering later that your special actually costs you money.
How do you check a special for profitability? (step by step)
Calculate all ingredient costs
Add up all ingredients: main product, vegetables, sauces, garnish, oil and butter. Don't forget anything that goes on the plate. Use current purchase prices.
Determine the minimum selling price
Divide your ingredient costs by your desired food cost percentage (usually 0.30 for 30%). Then multiply by 1.09 for VAT to get your menu price.
Check if the price is realistic
Compare your calculated price with what you normally charge and what your guests are used to. Too high? Adjust ingredients or choose a different special.
✨ Pro tip
Check your 3 best-selling specials from the week every week. If they were all profitable, add them to your fixed menu. This way your menu grows organically with proven successes.
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
Can my food cost be higher for a special than for regular dishes?
No, the same rules apply. A special with 40% food cost loses just as much money as a regular dish with 40% food cost. Specials need to be profitable too.
What if I need to use ingredients that will spoil otherwise?
Then your food cost can be slightly higher, because the alternative is 100% loss. But still try to stay under 38%, otherwise you lose too much.
How much time does this check take per special?
With a bit of practice, 5 minutes per special. If you use a system that calculates automatically, even just 2 minutes. You'll earn that time back twice over.
Do I also need to account for labor costs?
Not for this quick check. Food cost already gives a good indication. If your special requires a lot of extra work, add 10-20% to your minimum selling price.
What if my competitor offers the same special cheaper?
Then they probably have lower purchase prices or accept a lower margin. Don't go below your cost price, or you'll lose money on every portion you sell.
📚 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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