Random price adjustments don't make you more agile—they create expensive chaos. Your beef goes up Wednesday, fish Friday, salads the following Tuesday. Soon your chef's guessing at portions and your margins are bleeding. A monthly price day fixes this mess.
Why a fixed price day works
Most restaurant owners think they're being smart by adjusting prices immediately. Supplier hikes beef? Pass it through today. New seasonal menu? Change everything now. But this creates confusion that costs real money.
⚠️ Note:
If your chef doesn't know which cost price to maintain, he'll make portions too big or too small. Both cost you money.
A fixed monthly day means everyone knows exactly when changes happen. Your chef can prep properly. Register updates happen once. Menu revisions stay manageable.
How do you choose the right day?
Your ideal day depends on supplier patterns and kitchen rhythm. Consider these factors:
- First of month: Easy to remember, aligns with supplier increases
- Slow weekday: Pick when you've got bandwidth to review everything properly
- Pre-weekend timing: Staff has time to absorb new pricing before rush
- Post-supplier notices: Most vendors announce increases month-end
💡 Example:
Bistro Moderne uses the first Tuesday monthly:
- Monday: Review all supplier notifications
- Tuesday: Update costs and menu prices
- Wednesday: Team briefing on changes
Result: Zero confusion about what changed when
Collect all changes from the past month
The week before your price day, compile everything that needs adjusting. Not just supplier costs—track these too:
- New dishes you're launching
- Items with margins below target
- Seasonal ingredients shifting in price
- Portion adjustments you've been considering
💡 Example changes list:
March 2025 updates for Tuesday, March 4th:
- Beef: €24/kg to €26/kg (+8%)
- Salmon: €32/kg to €29/kg (-9%, seasonal drop)
- Ribeye: food cost at 38%, needs price bump
- Add: spring asparagus special
Calculate impact on your food cost
From tracking this across dozens of restaurants, the ones that survive calculate every change's margin impact. Use this formula:
New food cost % = (New ingredient costs / Selling price excl. VAT) × 100
💡 Example calculation:
200g steak, was €24/kg, now €26/kg:
- Old portion cost: 0.2kg × €24 = €4.80
- New portion cost: 0.2kg × €26 = €5.20
- Increase: +€0.40 per steak
- At 50 weekly steaks: €0.40 × 50 × 52 = €1,040 annual impact
Decision needed: raise price or trim portion
Communicate clearly to your team
The day before changes go live, gather your chef and front-of-house staff. Walk through what's changing and why. Make sure everyone understands:
- Which dishes have new prices
- Any portion size modifications
- New menu additions
- Exact implementation timing
⚠️ Note:
Print an overview for the kitchen. Digital lists aren't always checked during busy times.
Use a system to keep track
Manual tracking becomes chaos fast. You need something that:
- Centralizes all recipes and cost prices
- Auto-calculates price change impacts
- Creates team overview sheets
- Maintains change history
Tools like KitchenNmbrs let you process monthly updates once and immediately see food cost impacts. No spreadsheet nightmares, no forgotten adjustments.
How do you organize a monthly price day?
Choose a fixed day per month
Open your calendar and choose, for example, every first Tuesday of the month. Set this as a recurring appointment in your calendar. Communicate this date to your team so everyone knows when changes are coming.
Collect all changes in the week before
Make a list of all supplier emails, new dishes you want to add, and existing dishes where you're not making enough profit. Also check seasonal products that may change in price.
Calculate the impact and adjust prices
For each change, calculate the new food cost. If it goes above 35%, raise the selling price or adjust the portion. Update your register and menu at the same time.
Brief your team on all changes
Discuss with your chef and service staff what's changing. Give them an overview to take to the kitchen. Make sure everyone knows from which date the changes take effect.
✨ Pro tip
Set your price day 3-5 days after month-end to capture late supplier notifications. This timing gives you the full picture before making changes.
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
What if my supplier raises prices mid-month?
Note it for your fixed price day unless it's extreme (over 20%). Most increases can wait 2-3 weeks without major damage. Emergency adjustments should be rare exceptions.
How often will I need menu reprints?
Maximum once monthly with this system. Digital menu boards or QR codes eliminate printing costs entirely. Many restaurants save €200+ monthly on reprints alone.
Do I need to review every single dish?
Focus on your top 10 sellers first—they drive 80% of your profit. Review remaining items quarterly. Start manageable and expand your process gradually.
How do I explain price increases to customers?
Be straightforward about rising ingredient costs. Most guests understand inflation affects restaurants too. Honest increases beat sneaky portion cuts every time.
📚 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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