Most restaurants track sales but ignore which dishes actually generate profit each week. A five-column table showing your weekly winners and losers reveals exactly where you're making and losing money. This simple tracking method transforms guesswork into data-driven menu decisions.
The essential five-column tracking system
Skip the complicated spreadsheets. Five columns capture everything you need to know about dish performance:
- Dish: Name of the dish
- Sold: Number of portions this week
- Revenue: Total revenue from this dish
- Food cost: Percentage of ingredient costs
- Profit per portion: What you keep per plate
💡 Weekly snapshot example:
February 10-16 results:
- Ribeye steak: 45 portions, €1,440 revenue, 32% food cost, €21.76 profit each
- Carbonara pasta: 78 portions, €1,404 revenue, 28% food cost, €12.96 profit each
- Pan-seared salmon: 12 portions, €336 revenue, 38% food cost, €17.36 profit each
Result: Pasta drives volume profits, salmon needs promotion
Calculating profit per portion correctly
The math is straightforward but critical for accurate decisions:
Profit per portion = Selling price (ex-VAT) - Total ingredient costs
Always use pre-tax pricing. That €32.00 menu item equals €29.36 after removing 9% VAT.
💡 Step-by-step calculation:
Ribeye steak listed at €32.00:
- Net selling price: €32.00 ÷ 1.09 = €29.36
- Total ingredient cost: €9.40
- Profit per portion: €29.36 - €9.40 = €19.96
Food cost percentage: 32% (€9.40 ÷ €29.36 × 100)
Identifying your menu stars and problem dishes
Sort your data two different ways for complete picture:
- By volume sold: Reveals customer favorites
- By profit per portion: Shows your money-makers
Dishes ranking high on both lists are your menu champions - loved by customers and profitable for you. From analyzing actual purchasing data across different restaurant types, dishes with both high volume and strong margins typically account for 40-60% of total profits despite being just 20% of menu items.
⚠️ Red flag alert:
High-volume, low-profit dishes drain your cash flow. Either increase prices or reduce portion costs immediately.
Turning data into profitable action
Your weekly analysis creates three clear action categories:
- Champion dishes: Ensure constant availability and feature prominently
- Popular loss-makers: Increase prices or shrink portions
- Hidden profit gems: Boost marketing and server recommendations
💡 Real-world improvement:
Pan-seared salmon: €17.36 profit but only 12 weekly sales
- Strategy: Feature as daily special
- Strategy: Train servers to upsell
- Strategy: Improve plating presentation
Doubling sales to 25 portions weekly adds €225 pure profit.
Manual tracking versus digital solutions
Pen and paper works, but digital tracking offers significant advantages:
- Automated food cost and profit calculations
- Instant sorting and comparison features
- Multi-week trend analysis
- Error-free mathematical calculations
Tools like KitchenNmbrs generate these tables automatically from your recipes and sales data. But consistent tracking matters more than the method you choose.
How do you create a weekly overview table? (step by step)
Create your basic table
Set up 5 columns: Dish, Sold, Revenue, Food cost %, Profit per portion. Start with your 10 best-selling dishes from last week.
Gather the figures
Count from your POS system how many of each dish you sold. Calculate total revenue per dish (quantity × price excl. VAT).
Calculate food cost and profit
Add up all ingredient costs per portion. Calculate food cost % (ingredients ÷ selling price × 100) and profit per portion (selling price - ingredients).
Sort and analyze
Sort first by number sold, then by profit per portion. Identify your stars (high on both lists) and your problem dishes.
Plan actions for next week
Note for each dish what you'll do: promote it, adjust the price, or remove it from the menu. Repeat every week and compare trends.
✨ Pro tip
Create a simple two-column weekly scorecard: list your 3 highest-profit dishes and 3 biggest profit-drains each week. This 30-second review spots patterns faster than complex spreadsheets.
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 update this table?
Every week on the same day works best. Monday captures weekend performance and gives you time to make adjustments. Consistency beats perfection every time.
Do I need to include all dishes in the table?
Start with your 10-15 highest-volume items since they generate 80% of revenue. You can expand to full menu tracking once the habit sticks.
What if I don't have a POS system that tracks this?
Manual receipt counting or staff tally sheets work fine initially. The insights justify the extra effort until you can upgrade systems.
What food cost percentage signals trouble?
Above 35% creates serious profit pressure for most restaurants. Target 28-33% for healthy margins. Below 25% might indicate overpricing for your market.
How should I handle seasonal menu items?
Track seasonal dishes separately and compare only to previous year's same period. Don't mix seasonal and year-round performance data.
What's the best way to calculate complex dish costs?
Include every ingredient that touches the plate: proteins, garnishes, sauces, oils, seasonings. Factor in prep waste and trimming losses too.
Should I track appetizers and desserts separately?
Yes, different course categories have different profit expectations and customer ordering patterns. Appetizers often carry higher margins than entrees.
📚 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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