Picture this: you're paying 25% commission to delivery platforms and thinking 'I could do this cheaper myself.' Most restaurant owners jump into their own delivery fleet without calculating the real costs. You'll need more than just bikes - insurance, maintenance, and staff wages add up fast.
Initial investment: what do you need?
Starting your delivery fleet costs way more than just buying bikes. Here's what you actually need upfront, and most people forget half of this stuff.
💡 Example startup investment (3 bikes):
- 3 electric bikes: €2,400 (€800 each)
- 3 delivery bags: €450 (€150 each)
- Phone holders and lights: €180
- First year insurance: €600
- MOT and registration: €150
Total startup investment: €3,780
Monthly operating costs
After you buy everything, the monthly bills start rolling in. These fixed costs determine if your fleet actually saves money or just burns it.
- Insurance: €40-60 per bike per month
- Maintenance: €25-40 per bike per month (tires, brakes, battery)
- Storage: €50-100 per month (depends on location)
- Phone plans: €15 per delivery person per month
💡 Example monthly costs (3 bikes):
- Insurance: €150 (3 × €50)
- Maintenance: €90 (3 × €30)
- Storage: €75
- Phone: €45 (3 × €15)
Total per month: €360
Calculate staff costs
Your delivery people will be your biggest expense by far. Don't just budget minimum wage - you need to add employer contributions too.
- Delivery person hourly rate: €12.00 (minimum wage 2024)
- Employer contributions: 25-30% on top of gross wage
- Average speed: 3-4 deliveries per hour
⚠️ Note:
Delivery people spend time waiting between orders, not just riding. Budget for 60-70% productive time or you'll be shocked by the wage bill.
Break-even calculation
Here's where the rubber meets the road. You need enough deliveries every month to cover all those fixed costs.
💡 Break-even example:
Fixed costs per month: €360
Cost per delivery (wages + contributions): €4.50
Revenue per delivery (what you save on platform): €2.50
Break-even: 180 deliveries per month (€360 ÷ €2.00 difference)
Comparison with delivery platforms
Your fleet only makes sense if it actually costs less than Thuisbezorgd or Uber Eats. And that's not always the case.
- Platform commission: €3.00-6.00 per order (at €20 average order value)
- Own delivery: €4.50 wage costs + €2.00 fixed costs = €6.50
- Savings: Only works with high order values (€25+) or crazy high volume
This is the kind of thing you only learn after closing your first month at a loss - the math changes completely based on your average order value and how close together your deliveries are.
Risks and unforeseen costs
Running your own fleet brings headaches that platforms handle for you. Factor these into your calculations.
- Theft: Electric bikes get stolen constantly, even with insurance
- Damage: Accidents happen, and repairs cost extra
- Seasonal drops: Winter deliveries can drop 30-40%
- Staff turnover: Recruiting and training new riders costs time and money
⚠️ Note:
Add a 10-15% buffer for unexpected costs. Trust me, something always goes wrong in month two.
Track your delivery costs
You need to track exactly what each delivery costs and compare it with platform fees. Otherwise you're flying blind.
Calculate minimum order values for delivery too - no point delivering €8 orders at a €6.50 cost.
How do you calculate the cost of your own delivery fleet?
Calculate the startup investment
Add up all one-time costs: bikes, bags, first year insurance, registration. Budget €800-1,200 per electric bike and €150-200 per delivery bag. Don't forget phone holders and lights.
Determine monthly fixed costs
Add up insurance (€40-60 per bike), maintenance (€25-40 per bike), storage, and phone plans. These are your fixed costs regardless of the number of deliveries.
Calculate cost per delivery
Divide monthly fixed costs by expected number of deliveries. Add wage costs per trip (minimum wage + 25% employer contributions ÷ deliveries per hour). This is your cost per delivery.
Compare with platform costs
Calculate what you currently pay Thuisbezorgd or Uber Eats per delivery (commission + delivery fees). Own delivery is only advantageous if your cost is lower than platform costs.
Determine break-even point
Divide your monthly fixed costs by the difference between platform costs and your own costs per delivery. This is the minimum number of deliveries you need to break even.
✨ Pro tip
Track your delivery density for 3 weeks before investing - count orders within a 12-minute bike ride from your restaurant. You need at least 28 orders daily in that zone to justify buying bikes.
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 many deliveries do I need to break even?
That depends on your fixed costs and what you save versus platforms. With €360 fixed costs per month and €2 savings per delivery, you need 180 deliveries. Fewer than 30 deliveries per week usually isn't worth it.
What does an electric delivery bike cost per month?
Budget €115-160 per bike monthly (insurance €50, maintenance €30, depreciation €35-80). Staff costs add another €4-5 per delivery for the rider.
Is your own delivery fleet always cheaper than platforms?
Definitely not. You need at least 150-200 deliveries per month per bike to break even. With lower volume, you'll pay more than platform commission.
What insurance do I need for delivery bikes?
Business insurance covering theft, damage, and liability for your riders. Budget €40-60 per bike monthly, depending on coverage and your area.
Can I start with regular bikes instead of electric ones?
Sure, that saves €300-500 per bike upfront. But riders are slower (2-3 deliveries per hour vs 3-4) so you need more staff for the same volume.
How do I calculate depreciation of delivery bikes?
Electric bikes typically depreciate over 3-5 years. At €1,000 purchase price over 4 years, that's €21 monthly. Add this to your fixed costs.
What happens if a delivery bike gets stolen or damaged?
Insurance covers 70-90% of replacement value, but you'll pay deductibles and replacement costs. Factor in €200-400 per incident for out-of-pocket expenses and downtime.
📚 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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