I'll admit it - I've made some expensive mistakes ordering products I didn't fully understand. Too many restaurant owners jump into new purchases without asking the right questions first. But a few strategic questions can save you from costly surprises and turn every purchase into a profitable decision.
Check the actual price per kilo
The invoice price isn't what you're really paying per usable kilo. Fish, meat, and vegetables always come with loss from peels, bones, or trimming waste.
💡 Example:
You buy whole chicken for €4.50/kg. After deboning you've got 65% left:
- Purchase price: €4.50/kg
- Yield: 65%
- Real price chicken fillet: €4.50 ÷ 0.65 = €6.92/kg
You're actually paying €6.92 per kilo of usable meat, not €4.50.
Ask about shelf life and storage
A great price per kilo won't help if half spoils before you use it. This matters most with fresh products.
- How many days shelf life after delivery?
- What storage temperature?
- Can it be frozen without losing quality?
- What packaging units does it come in?
⚠️ Watch out:
Fresh herbs look cheap per bunch, but if you only use 20% before they wilt, you're paying 5 times more than dried herbs.
Test portion size and presentation
Order a small quantity first to test how the product works in your kitchen. Not every product fits every operation or customer base.
💡 Example:
You want to try new shrimp:
- Order 2 kg for test week
- Make 10 portions with different preparations
- Get guest and team feedback
- Calculate real cost price per portion
Only then decide if you'll order larger quantities.
Compare with current suppliers
Don't just focus on price - look at everything. A slightly pricier supplier can end up cheaper through better quality or service.
- Minimum order quantity
- Delivery frequency and timing
- Return policy for issues
- Payment terms
- Quality consistency
Calculate impact on your food cost
Before making your final choice, figure out what this product does to your food cost percentage. With main ingredients especially, small differences create big impacts.
💡 Example:
You replace current beef (€24/kg) with new brand (€26/kg):
- Difference: €2 per kilo
- You use 200 grams per steak portion
- Extra cost: €0.40 per portion
- At 30 steaks per week: €624 per year extra
Is the quality improvement worth €624 annually?
From years of working in professional kitchens, I've learned that tools like KitchenNmbrs help you make these calculations quickly and track which suppliers and products work best for your operation.
How do you evaluate a new product? (step by step)
Ask about the complete picture
Inquire about actual price per kilo after loss, shelf life, minimum order quantity and delivery conditions. Write everything down before you decide.
Order a test batch
Buy a small quantity to test in your kitchen. Check quality, workability and feedback from guests and team.
Calculate the impact
Calculate what this product does to your food cost and compare with your current supplier. Also factor in time and convenience in your decision.
✨ Pro tip
Before buying any unfamiliar ingredient, ask yourself: "Will this still taste good after sitting in my walk-in for 3 days?" Test one small batch for 72 hours before committing to larger orders.
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
Should I always choose the cheapest supplier?
No, look at the complete picture. A pricier supplier can work out cheaper through better quality, less waste, or superior service.
How large should my test order be?
Big enough to test for a week with real guests. For meat or fish usually 2-5 kg, for herbs or spices much less.
What if the product doesn't work after testing?
Agree upfront whether you can return or exchange it. Good suppliers understand you want to test before ordering large quantities.
How often should I compare my suppliers?
Check your main ingredients at least twice yearly. Prices and quality change constantly, plus new suppliers enter the market regularly.
Should I include trimming waste in my cost price?
Absolutely. Divide your purchase price by the yield percentage. With 30% loss you divide by 0.70, making your actual price higher.
What's the biggest mistake when testing new proteins?
Not accounting for different cooking shrinkage rates. A cheaper cut might lose 40% weight during cooking while your current product only loses 25%.
📚 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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