Last month, I watched three restaurant owners lose investor confidence simply because their weekly reports were confusing. Many entrepreneurs send long Excel sheets or just revenue figures, but that tells your partner almost nothing about the real health of your restaurant. You need 5-7 key metrics presented clearly.
The 7 KPIs every partner wants to see
Your partner or investor wants to know: is the business doing well and is my money safe? These figures answer that question:
- Revenue this week vs. last week - growth or decline?
- Average check - are we earning more per guest?
- Number of covers - are more or fewer guests coming?
- Food cost percentage - do we have control over ingredient costs?
- Labor cost percentage - are we efficient with staff?
- Total margin - how much is left after food and labor?
- Cash flow - do we have enough money to pay bills?
💡 Example weekly report:
Week 12 vs. Week 11:
- Revenue: €8,400 vs. €7,800 (+7.7%)
- Covers: 280 vs. 265 (+5.7%)
- Average check: €30.00 vs. €29.43 (+1.9%)
- Food cost: 31% vs. 33% (improvement)
- Labor costs: 28% vs. 29% (improvement)
Conclusion: More guests, higher checks, better margins
How do you calculate these KPIs quickly?
Most POS systems give you revenue and number of covers automatically. For the rest you calculate:
Average check: Total revenue ÷ Number of covers
Food cost %: Ingredient costs ÷ Revenue × 100
Labor cost %: Payroll costs (incl. social contributions) ÷ Revenue × 100
From analyzing actual purchasing data across different restaurant types, I've found that manual calculations eat up 2-3 hours each week. That's why automated tracking becomes essential once you're sending regular reports.
⚠️ Note:
Always calculate percentages using revenue excluding VAT. Otherwise your ratios won't add up and your costs will appear lower than they actually are.
Presentation: short and punchy
Your partner doesn't have time for long stories. Use this format:
- 1 page - nobody reads more
- Table with figures - current week vs. last week vs. same week last year
- 3 bullet points - what went well, what can improve, what you'll do
- 1 small chart - revenue from the last 8 weeks
💡 Summary template:
What went well:
- Revenue increased 7.7% due to more covers
- Food cost dropped to 31% through better purchasing
Point of attention:
- Labor costs still 28% - aiming for 25%
Action next week:
- Test new vegetable supplier (5% cheaper)
Timing and frequency
Send your report every Monday morning covering the previous week. That way your partner has the whole weekend to review the figures and can ask any questions at the start of the week.
In bad weeks: send the report anyway. Transparency builds trust. Explain what happened and what you'll do to improve it.
Digital tools that help
Many entrepreneurs create their KPI report in Excel, but that takes a lot of time. Apps like tools like KitchenNmbrs automatically calculate your food cost and other KPIs, so you have a complete report in 5 minutes.
The most important thing is consistency: same format every week, same KPIs, same time. Then your partner can see trends and knows you have the business under control.
How do you set up a KPI report? (step by step)
Gather your basic data
Pull from your POS system: revenue, number of covers and average check from last week. Also note your ingredient costs and labor costs from that same week.
Calculate your KPI percentages
Food cost = ingredient costs ÷ revenue × 100. Labor costs = payroll ÷ revenue × 100. Always calculate using revenue excluding VAT for correct ratios.
Compare with previous periods
Put your figures next to last week and the same week last year. This shows trends and seasonal patterns. Big differences? Note the reason.
Write your summary
Write 3 bullet points: what went well, what can improve, what will you do. Keep it short and concrete - your partner wants to see action, not excuses.
Send every Monday on time
Consistency is key. Send your report every Monday morning covering the previous week. Even in bad weeks - transparency builds trust.
✨ Pro tip
Include a 13-week rolling food cost trend chart in every report you send. Investors spot cost control issues 3-4 weeks faster with visual data than raw percentages.
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 report revenue including or excluding VAT?
For percentages always calculate excluding VAT (food cost, labor costs). For absolute revenue figures you can use including VAT, but be consistent. Mixing the two will make your costs appear artificially low.
What if my figures show a bad week?
Send the report anyway. Briefly explain what happened and what you'll do. Transparency and action plans build more trust than hiding figures.
Which tools help with creating KPI reports?
Your POS system provides revenue and covers. For food cost and other KPIs, apps help by automatically calculating without manual Excel work. The time savings alone make automation worth it once you're reporting weekly.
📚 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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