Running a restaurant without weekly data is like driving blindfolded through a busy intersection. Many restaurant owners order on impulse, buying too much of one ingredient and not enough of another. A few key numbers from last week prevent waste and ensure you're stocked for the days ahead.
Revenue and sales from last week
Start with the basics: how much did you actually sell? Not just in dollars, but in quantities per dish. This reveals which ingredients you'll need most.
💡 Example:
Sales last week:
- Steak: 45 portions
- Salmon: 32 portions
- Pasta carbonara: 67 portions
- Caesar salad: 28 portions
Now you know that this week you mainly need pasta, bacon and salmon.
Also check which days were busiest. Was Saturday unusually packed? Then you might need extra inventory for the upcoming weekend.
Use up current inventory
Walk through your fridge and storage areas. What's still there? More importantly: what needs to be used this week? Products approaching their expiration date get priority.
⚠️ Watch out:
Always calculate with the actual expiration date, not what's printed on packaging. Fish and meat often spoil before the date indicates.
Make a list of remaining inventory and calculate how many portions you can still prepare. Subtract this from your projected needs for the coming week.
Analyze waste from last week
What got tossed? And why? This might be your most crucial number to track. Waste directly impacts your bottom line.
💡 Example waste:
Thrown away last week:
- 2 kg potatoes (overcooked): $3.20
- 500g arugula (expired): $8.50
- 1 whole chicken (unsold): $12.00
Total wasted: $23.70
Track not only what you discard, but also the reason behind it. Over-ordering? Poor planning? Oversized portions? This data helps you make smarter choices next week. In my experience, this represents one of the most common blind spots in kitchen management - restaurants that don't track waste patterns often repeat the same costly mistakes week after week.
Check supplier price changes
Suppliers adjust their prices regularly, often without obvious notification. Review your recent invoices: have any products increased in cost?
- Compare prices with last month's invoices
- Focus on your main ingredients (meat, fish, produce)
- Verify if your menu pricing still makes sense with new purchase costs
If beef costs have jumped 10% but your selling price remains unchanged, you're earning less per steak.
Planning for the coming week
Examine your reservations and projections. Will it be a hectic week? Any special events? Holidays? This determines your purchasing volume.
💡 Example planning:
Coming week:
- Tuesday: 20 reservations (slow night)
- Friday: 45 reservations + walk-ins
- Saturday: completely booked
- Sunday: closed
Conclusion: stock up mainly for weekend service, Tuesday can run lean.
Budget check: how much can you spend?
Your food cost should typically range between 28% and 35%. If you generated $2,000 in revenue last week, you can spend a maximum of $600-700 on ingredients.
Calculate: (Target food cost % ÷ 100) × Projected revenue = Shopping budget
Example: At 30% food cost and $2,500 projected revenue, you can spend $750 on shopping this week.
How do you make a smart shopping list? (step by step)
Gather figures from last week
Note your revenue, number of covers per day and sales per dish. Also check what you threw away and why. This gives you the basis for your planning.
Inventory current stock
Walk through fridge and storage. Note what's there and how many portions you can still make from it. Pay special attention to products that expire soon.
Calculate what you need
Estimate how many covers you expect this week. Multiply this by the most popular dishes from last week. Subtract your current inventory from this.
Check your budget and order
Calculate how much you can spend on shopping (30% of expected revenue). Prioritize your best-selling dishes and products that run out quickly.
✨ Pro tip
Check your walk-in cooler temperature logs from the past 7 days every Monday morning. Temperature fluctuations above 38°F can spoil inventory without obvious signs, affecting your purchasing calculations for the week.
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 track sales per dish without expensive software?
Check your POS system's item reports or manually tally orders from receipts. Many basic registers can generate simple item counts. You can also estimate based on ingredient depletion rates.
What if I don't have time to analyze everything each Monday?
Focus on your 5 top sellers and 3 highest-cost ingredients first. This covers about 80% of your purchasing decisions and takes under 30 minutes.
Should I recalculate my entire inventory every single week?
After 4-6 weeks, you'll recognize your patterns and only need adjustments for holidays, events, or seasonal changes. The initial weeks require more detailed tracking.
How do I avoid over-purchasing perishables?
Buy perishables for maximum 4-5 days ahead, except shelf-stable items. Always maintain a 10-15% buffer for unexpected rushes, but resist buying beyond that safety margin.
What's my move if suppliers raise prices mid-week?
Immediately recalculate your food cost percentage. If it exceeds 35%, you need to either increase menu prices or reduce portion sizes within 2-3 weeks.
How should I handle seasonal ingredient price swings?
Track price patterns over 6-12 months to anticipate seasonal spikes. Consider menu adjustments during peak pricing periods or substitute with similar ingredients that aren't experiencing price inflation.
What's the fastest way to calculate my weekly shopping budget?
Multiply your projected revenue by 0.30 (for 30% food cost target). With $2,000 expected revenue, budget $600 for ingredients. Always reserve 10% for unexpected needs or price increases.
📚 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 →