Most restaurant owners avoid checking weekly numbers because it feels overwhelming. But a standardized email template turns this into a 15-minute Monday routine. You'll track what matters without drowning in spreadsheets.
Why a standard format works
Your brain craves consistency. Answer identical questions each week, and the process becomes second nature. After four weeks, you'll breeze through this on autopilot.
💡 Example weekly update email:
To: yourself@restaurant.com
Subject: Week 8 - Numbers check
- Revenue this week: €12,400 (last week: €11,800)
- Number of covers: 340 (last week: 320)
- Average check: €36.47 (last week: €36.88)
- Top sellers: carbonara (45x), steak (38x), sea bass (22x)
- Waste: €180 (mostly vegetables, over-ordered)
Action: Cut vegetable orders by 20%
What should be in your standard template
Six data points deliver 80% of the insights you need:
- Revenue this week vs. last week - Trending up or down?
- Number of covers - Busier or quieter?
- Average check - Spending more or less per guest?
- Top 3 best-selling dishes - What's driving sales?
- Biggest waste - Where's money disappearing?
- One action for next week - What needs fixing?
⚠️ Note:
Always compare like with like. Monday to Monday, not Monday to Sunday. Each day has distinct patterns.
How to collect the figures quickly
Your POS system holds most answers. Five minutes there, then a quick kitchen walkthrough for waste estimates.
💡 Example: Getting figures from your POS system
- Log into your POS dashboard
- Navigate to 'Reports' or 'Analytics'
- Filter for past 7 days
- Record: total sales, transaction count, average ticket
- Note which dishes appeared most often
Time needed: 5 minutes
Estimating waste without weighing everything
Precise measurements aren't necessary. Rough estimates reveal patterns just fine. I've seen restaurants miss a mistake that costs them €200-400 monthly simply because they never tracked waste consistently.
- Vegetables/fruit: Count kilos discarded? €6-8 per kilo
- Meat/fish: Count portions thrown out? €8-15 per portion
- Dairy: Estimate liters/kilos wasted? €3-5 per unit
- Bread: Count loaves tossed? €2-4 per loaf
💡 Example estimating waste:
This week's discarded items:
- 2 kg lettuce (wilted from poor storage): €12
- 1 kg ground beef (expired): €8
- 5 dinner rolls (lunch leftovers): €8
- 0.5 liter heavy cream (spoiled): €3
Total waste: €31
The right time to do this
Pick a consistent slot. Monday mornings work well - quiet period, perfect for reflecting on the previous week while planning ahead.
Block your calendar: "Monday 9:00 - Weekly numbers review". Treat this like any other crucial meeting.
From notes to action
Collecting data means nothing without follow-through. One targeted action weekly creates real change.
💡 Example actions:
- Sales dropping → Research competitor promotions
- Lower average tickets → Push appetizers and desserts harder
- Excessive vegetable waste → Reduce next order by 25%
- Carbonara flying off menu → Test more pasta options?
- Slow Friday nights → Launch weekend social media campaign
Digital tools that help
A simple self-addressed email works perfectly, but apps like KitchenNmbrs automate much of this data collection. You'd only need to estimate waste manually.
The crucial element is weekly consistency. Email, notes app, or restaurant software - the tool matters less than sticking to your schedule. Consistency beats perfection every time.
How do you create a weekly figures routine?
Create your standard template
Write an email template with 6 fixed points: revenue, covers, average check, top sellers, waste, and one action. Save this as a draft in your email.
Schedule a fixed time
Block 15 minutes every Monday morning in your calendar. Treat this as an important appointment with yourself that you don't cancel.
Collect figures from your POS system
Get revenue, number of checks, and top-selling dishes from your POS system. This takes 5 minutes if you know where to look.
Estimate waste
Walk through your kitchen and cooler. Roughly count what was thrown away and calculate what it cost. Perfection isn't needed, patterns are.
Choose one action
Based on the figures, determine one concrete action for next week. More isn't necessary, but make sure it's one you'll actually do.
✨ Pro tip
Email yourself every Monday at 9 AM with just 3 numbers: last week's revenue, biggest waste item, and one action to take. Start small and build the habit before adding complexity.
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
Do I need to track all figures precisely?
Rough estimates work fine for spotting trends. You're looking for patterns, not conducting a forensic audit.
What if I don't have time Monday morning?
Pick any consistent time that works for your schedule. The key is making it the same slot every week so it becomes automatic.
How do I know if my figures are good or bad?
Focus on your own trends rather than industry benchmarks. Is revenue climbing or falling? That direction matters more than absolute numbers.
Should I send this email to others too?
Start solo first. After maintaining this routine for a month, consider looping in your chef or business partner.
What if I forget to do it?
Set phone reminders and calendar blocks like any unmovable appointment. After 3-4 weeks, it becomes habit.
Can I do this with an app instead of email?
Absolutely - use whatever system you'll actually stick with. Voice memos, note apps, or restaurant software all work. The routine matters more than the medium.
📚 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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