A good cost routine keeps your profit stable, even when revenue drops. Many restaurants only have routines for busy periods, but forget that you need to manage costs differently in quiet months. In this article you'll learn a flexible system that works at any revenue level.
Why normal routines fail in quiet months
Most kitchens have a routine for busy periods: lots of purchasing, lots of staff, everything at full capacity. But when revenue drops, they often keep doing the same thing.
⚠️ Watch out:
Fixed costs stay the same, but you're spreading them over less revenue. That's why your percentages automatically go up in quiet months.
You need to adapt your routine to your revenue level. Otherwise you'll start losing money as soon as things get quieter.
The flexible cost routine in 3 levels
Build your routine around 3 revenue levels: busy, normal, and quiet. Each level has different targets.
💡 Example bistro:
Normal week: €8,000 revenue, 35% food cost
- Busy week (€12,000+): can go up to 37% food cost
- Normal week (€6,000-€10,000): keep 35% food cost
- Quiet week (under €6,000): must go down to 30% food cost
This way you keep your margin stable at any revenue level.
Daily checks that move with you
Your daily routine needs to be different per revenue level. Don't check the same things every day.
During high revenue (busy days):
- Focus on speed: are all ingredients in stock?
- Accept slightly higher food cost (37-38%)
- Check mainly that you don't run out
During normal revenue:
- Standard routine: 35% food cost, normal portions
- Check waste and leftovers
- Balance between quality and costs
During low revenue (quiet days):
- Sharp on portion size: every gram counts
- Buy fewer fresh products
- Be creative with scraps and leftovers
Weekly adjustments per season
Quiet months require structural adjustments, not just daily tweaks.
💡 Example winter adjustment:
Restaurant does 40% less revenue in January-February:
- Food cost target: from 35% to 28%
- Smaller portions on expensive ingredients (steak, fish)
- More seasonal vegetables (cheaper in winter)
- Menu items with longer shelf life
This way you compensate for lower revenue with better margin.
Adjust inventory levels to revenue
Your inventory needs to move with your expected revenue. In quiet months keep smaller inventories.
Calculate your revenue-inventory ratio:
- Normal month: inventory value = 8-12% of monthly revenue
- Quiet month: inventory value = 6-8% of monthly revenue
- Check weekly: does your inventory still match your revenue expectations?
⚠️ Watch out:
Too much inventory in quiet months means more spoilage and capital tied up. Buy more often, but in smaller quantities.
Include labor costs in your routine
Food cost isn't everything. In quiet months your labor costs go up as a percentage. Include this in your overall picture.
Total variable cost targets:
- Busy months: 60-65% (food + labor)
- Normal months: 55-60%
- Quiet months: 50-55%
If you can't adjust your staff, you need to manage food cost extra tightly to keep your total on track.
Digital support for flexible routine
A flexible routine requires good record-keeping. You need to quickly see if your targets are on track.
With a system like KitchenNmbrs you can see your food cost per day right away and adjust quickly if you're above your target. Especially useful in quiet periods where every euro counts.
How do you build a flexible cost routine? (step by step)
Determine your 3 revenue levels
Analyze your revenue from the past year and divide it into 3 categories: busy (top 25% of weeks), normal (middle 50%), and quiet (lowest 25%). These become your reference points for different routines.
Set targets per level
For each revenue level you set different food cost targets. Quiet weeks require lower food cost to keep your total margin stable. Start with a 3-5 percentage point difference between busy and quiet.
Build check routines per level
Create a different daily routine for each level. At low revenue you check portion size and waste more carefully. At high revenue you focus on inventory levels and ingredient availability.
Test and refine monthly
Evaluate each month whether your targets were realistic and whether your routine worked. Adjust based on seasonal patterns and learn from months that didn't go well.
✨ Pro tip
Start each month with a quick revenue forecast based on reservations and historical data. That way you know in advance which routine you need to use that month.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
Was this article helpful?
Frequently asked questions
How do I know if my cost routine works in quiet months?
Check your gross margin per month. If it stays stable despite lower revenue, your routine works. If your margin always drops in quiet months, you need to tighten your food cost targets.
Can my food cost be higher in busy months?
Yes, that's normal. During busy periods you accept slightly higher food cost for speed and availability. The extra revenue more than compensates for this.
How often should I adjust my targets?
Review your targets every 3 months and adjust based on seasonal patterns. Major changes (new supplier, menu refresh) require immediate adjustment of your routine.
What if my staff doesn't follow the routine?
Explain why different routines are necessary. Show them how lower revenue impacts profit. Involve your team in creating the routine, then they'll feel more ownership.
Can I use this routine for beverages too?
Yes, the same principle applies to beverages. In quiet months be sharper on pour cost, keep fewer expensive wines open, focus more on shelf-stable products. Target for beverages: 18-25% pour cost.
📚 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.
Automate your daily kitchen controls
Manual controls take time and miss errors. KitchenNmbrs automates temperature logging, inventory management, and HACCP checks. Try it free for 14 days.
Start free trial →