Picture this: you're running deliveries with your own driver, thinking you're saving money compared to third-party platforms. But hidden costs like employer contributions, fuel, insurance, and vehicle wear stack up fast. Skip these calculations, and you'll bleed money on every single order.
Collect all costs of your delivery driver
Your delivery driver's true cost goes way beyond their hourly wage. You need to track every expense they generate:
- Gross hourly wage: what the delivery driver earns
- Employer contributions: roughly 25% of gross wages
- Fuel costs: petrol or electricity
- Vehicle costs: insurance, maintenance, depreciation
- Phone costs: for customer contact
💡 Example delivery driver costs per hour:
- Gross wage: €15.00
- Employer contributions (25%): €3.75
- Fuel: €2.50
- Vehicle (insurance, maintenance): €2.00
- Phone: €0.25
Total per hour: €23.50
Calculate costs per order
Now divide those total hourly costs by how many orders your driver actually completes each hour. This varies based on several factors:
- Distance to customers
- Traffic congestion
- Time for loading/unloading
- Waiting time between orders
Most drivers handle 3-4 orders hourly in cities, but only 2-3 in rural areas.
💡 Example costs per order:
Total costs: €23.50 per hour
Orders per hour: 3
Costs per order: €23.50 ÷ 3 = €7.83
Factor delivery costs into your menu price
You've got two ways to recover these delivery expenses:
- Separate delivery charge: add a €6-8 delivery fee on top of menu prices
- Built into menu price: bump up all dishes by your per-order cost
The second option usually drives more sales. Customers can't see hidden fees and find it easier to compare with competitors.
⚠️ Important:
Always include delivery costs, even for tiny orders. Otherwise you're losing money on every single run.
Compare with external delivery services
Third-party platforms charge 15-30% commission, but you don't need to hire drivers. Here's a pattern we see repeatedly in restaurant financials - many owners assume their own delivery is cheaper without doing the math:
💡 Comparison own delivery driver vs platform:
Average order: €25.00
- Own delivery driver: €7.83 per order = 31%
- Platform (25% commission): €6.25 per order
Here the platform costs less, but you do keep control over customer service.
Account for peak hours
Your driver won't maintain the same pace all day. During slow periods, they'll complete fewer deliveries per hour. Peak times bring more. So calculate a realistic weighted average:
- Quiet hours: 2 orders per hour
- Normal hours: 3 orders per hour
- Peak hours: 4 orders per hour
Base your calculations on actual delivery patterns, not wishful thinking about maximum output.
How do you calculate labor costs per delivery order?
Add up all costs per hour
Gross wage + employer contributions (25%) + fuel + vehicle costs + phone. Don't forget any cost item.
Measure the number of orders per hour
Track for a week how many orders your delivery driver actually completes per hour. Take the average of quiet and busy times.
Divide total costs by number of orders
Costs per hour ÷ orders per hour = costs per order. You must factor this amount into your prices.
✨ Pro tip
Track your driver's actual delivery count for 2 full weeks during different seasons. Most restaurant owners overestimate by 30-40% and end up undercharging for delivery.
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
What are employer contributions for a delivery driver?
Roughly 25% of gross wages. These cover pension premiums, unemployment insurance, health insurance and other mandatory contributions you're required to pay as an employer.
How many orders does a delivery driver complete on average per hour?
In cities, expect 3-4 orders per hour. Rural areas typically see 2-3 orders hourly. The actual number depends on delivery distances, traffic conditions, and downtime between orders.
What if my delivery driver completes multiple orders at once?
That actually lowers your cost per order. Simply divide your hourly costs by the total number of orders delivered, regardless of whether they're dropped off in one trip or separately.
📚 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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