Running multiple restaurant locations is like conducting an orchestra from backstage - you need each section to play their part perfectly without constant supervision. But you can't be everywhere at once, so you must ask your location managers the right questions. Questions that reveal exactly where your profit is bleeding out.
The 5 critical questions about margins
Send every location manager these questions to answer weekly:
💡 Example question list:
- What's the food cost of our 3 best-selling dishes this week?
- Which ingredient prices jumped since last month?
- How much food hit the trash this week?
- Which dishes are we serving with portions that are too generous?
- Which supplier was priciest this week per product?
Question 1: Food cost per top dish
"What's the exact food cost of our 3 best-selling dishes?"
Here's why this question matters: your top dishes generate 60-80% of revenue. Get those margins right, and you're mostly protected.
- Have them calculate ingredient costs
- Divide by selling price excl. VAT
- Target 28-35% food cost
- Higher percentages mean smaller portions or higher prices
⚠️ Watch out:
Always calculate with price EXCLUDING VAT. Otherwise food cost appears artificially low.
Question 2: Supplier price increases
"Which ingredient prices jumped this month and by how much?"
Suppliers bump prices regularly, often flying under your radar. This question lets you react fast.
- Compare purchase prices with last month
- Focus on main ingredients (meat, fish, premium items)
- Calculate impact on food cost per dish
- Adjust menu price when increases hit 10%
💡 Example impact:
Beef rises from €24/kg to €28/kg (+17%)
Steak 200g: ingredient costs jump €0.80
At 20 steaks weekly = €832 less profit annually
Question 3: Weekly waste in euros
"How much food did we toss this week?"
Waste equals direct profit loss. Most kitchen managers discover too late that measuring in euros (not kilos) makes the pain crystal clear.
- Have them log everything thrown away
- Convert to purchase value
- Track daily, report weekly
- Target maximum 2-3% of weekly revenue
Question 4: Portion size control
"Which dishes do you think we're serving with portions that are too large?"
Oversized portions often create the biggest profit leak. Customers rarely notice 10-15% reductions.
💡 Example savings:
- Pasta: 120g instead of 140g = €0.15 per portion
- Fries: 250g instead of 300g = €0.12 per portion
- Salad: 80g instead of 100g = €0.18 per portion
At 100 covers daily = €45 per day = €14,040 annually
Question 5: Supplier price comparison
"Which supplier was priciest this week for our main products?"
This question keeps your team sharp on purchasing and prevents overpaying for convenience.
- Compare at least 3 suppliers per product group
- Note quality differences
- Calculate net price per kilo (minus packaging)
- Don't switch constantly (relationships cost time too)
How often should you ask these questions?
Ask these questions weekly to every location manager. More often becomes overwhelming, less often leaves you behind the curve.
⚠️ Watch out:
Don't overcomplicate things for your managers. Provide tools to find these numbers quickly, or it won't happen.
Organizing reporting
Request a brief weekly report covering these 5 points. One page maximum. Focus on numbers, not narratives.
- Use a standard format
- Demand specific amounts, not "lots" or "little"
- Address deviations immediately
- Reward managers who spot problems early
How do you organize this control? (step by step)
Create a standard question list
Put the 5 questions in a simple format that every manager fills out weekly. Use concrete amounts, no estimates. Make it as simple as possible to complete.
Schedule a fixed time for reporting
Choose a fixed time (for example Monday morning) when all managers send in their weekly numbers. Be consistent - if you don't follow up, neither will they.
Analyze and discuss deviations
Review all reports within 24 hours. Call immediately if there are major deviations. Don't wait until the monthly meeting - by then the damage is already done.
✨ Pro tip
Ask each manager every Friday: "Show me waste logs from Tuesday and Thursday this week, plus food costs for our top 2 dishes." These specific days and items reveal patterns without overwhelming them.
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
How often should I ask these questions to my managers?
Weekly hits the sweet spot. More often overwhelms them, less often leaves you chasing problems. Pick a consistent time like Monday mornings.
What if my manager claims he doesn't have time for these checks?
Then it's probably costing you more than his salary. Make it clear this is core job responsibility, and provide tools to streamline the process.
What food cost percentage is acceptable per location?
Most restaurants should target 28-35% food cost. Above 35% likely means losing money, below 25% suggests portions might be too stingy.
How do I verify my manager is reporting honestly?
Conduct random spot checks - count inventory yourself, verify a few recipes, or ask the chef about waste patterns. Trust needs verification.
What if one location's numbers are way off from the others?
Investigate immediately. Maybe one location sources smarter, or another serves oversized portions. Share successful practices across all locations.
My locations use different suppliers - does this still work?
Absolutely. The questions adapt to any supplier setup. Focus on relative price changes and competitive comparisons within each location's market.
⚠️ EU Regulation 1169/2011 — Allergen Information — https://eur-lex.europa.eu/eli/reg/2011/1169/oj
The allergen information on this page is based on EU Regulation 1169/2011. Recipes and ingredients may vary by supplier. Always verify current allergen information with your supplier and communicate this correctly to your guests. KitchenNmbrs is not liable for allergic reactions.
In the UK, the FSA enforces allergen regulations under the Food Information Regulations 2014.
📚 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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