FIFO (First In, First Out) prevents food waste and food poisoning. Many kitchens lose money because old products have to be thrown away, or worse: guests get sick from spoiled ingredients. In this article you'll learn 5 simple ways to make it visually clear what needs to be used first.
Why visual FIFO is so important
In a busy kitchen, nobody has time to compare expiration dates. Your chef needs to see at a glance which products need to be used first. Without a clear system, this happens:
- New products are used while old ones are in the back
- Products spoil and have to be thrown away
- Guests get spoiled food (liability risk)
- Food safety inspectors issue fines if there's no FIFO system
⚠️ Heads up:
Food safety is your responsibility as a business owner. A sick guest can hold you liable, even if your staff made the mistake.
Method 1: Colored stickers per day
The most common method in professional kitchens. Each day of the week gets a fixed color:
- Monday: Red
- Tuesday: Blue
- Wednesday: Green
- Thursday: Yellow
- Friday: Orange
- Saturday: Purple
- Sunday: White
Stick the label on the date when the product needs to be used (not the purchase date).
💡 Example:
You buy fresh fish on Monday. Fresh fish needs to be used within 2 days.
- Purchase: Monday
- Use by: Wednesday
- Sticker: Green (Wednesday)
Your staff knows: green = Wednesday = use today.
Method 2: Positioning in the cooler
Organize your cooler according to the FIFO principle:
- Left: New products
- Right: Old products (use first)
- Or: Back = new, Front = old
Make this clear with signs: "NEW ←" and "→ USE FIRST".
Method 3: Day stickers with date
Combine color stickers with written dates for extra clarity:
💡 Example sticker:
Green sticker with black marker:
- "WED 1/15" (Wednesday January 15)
- "Use today" (on green day)
Method 4: Different containers per day
Use different storage containers or shelves per day. For example:
- Red container: Use today
- Yellow container: Use tomorrow
- Green container: Use the day after or later
Move products to the correct container every day.
Method 5: Whiteboard overview
Hang a whiteboard in the kitchen with an overview of what needs to be used when:
💡 Example whiteboard:
USE TODAY (Jan 15):
- Salmon (cooler right side)
- Spinach (vegetable drawer)
- Cream (cooler door)
USE TOMORROW (Jan 16): Beef, mushrooms
Which method works best?
That depends on your kitchen:
- Small kitchen (1-2 cooks): Colored stickers
- Large kitchen (3+ cooks): Combination of stickers + positioning
- Lots of changing staff: Clear containers + signs
- Complex inventory: Whiteboard + stickers
⚠️ Heads up:
Choose one system and stick with it. Switching systems causes confusion and mistakes.
Digital support
In addition to visual methods, you can track digitally what needs to be used when. Apps like KitchenNmbrs help you to:
- Register purchase dates
- Automatically calculate when products need to be used
- Get alerts for products nearing expiration
- Keep FIFO records for food safety inspections
This doesn't replace your visual system, but it does support it.
How do you implement visual FIFO? (step by step)
Choose your system
Determine which method fits your kitchen: colored stickers, positioning, containers, or whiteboard. Start with one method and stick with it.
Buy materials
Order colored stickers, waterproof markers, signs, or whiteboard. Make sure you have enough stock so the system doesn't run out.
Train your staff
Explain to everyone how the system works. Make clear agreements: who applies stickers, who checks, what happens if there's doubt.
Make it visually clear
Hang signs in the cooler and storage. For example: 'NEW ←' and '→ USE FIRST'. Make sure everyone understands the system at a glance.
Check daily
Check every morning if the system is being followed. Correct mistakes immediately and keep emphasizing the importance of FIFO to your team.
✨ Pro tip
Use your smartphone to take photos of your FIFO system in action. This helps during food safety inspections to show that you have a working system.
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 if my staff forgets the stickers?
Make it part of the daily routine. No product can go into the cooler without a sticker. Check this during your daily rounds and keep emphasizing the importance.
Which color stickers are best?
Use bright colors that are clearly visible: red, blue, green, yellow, orange, purple, white. Buy waterproof stickers that won't come loose in humid environments.
How long do I keep FIFO records?
Keep them for at least 2 years. During a food safety inspection or guest complaint, you need to be able to show that you've followed your FIFO system.
Do I also need to label dry products?
Yes, especially products that spoil quickly like bread, nuts, spices. Canned goods and dried products with long shelf lives don't necessarily need to be labeled.
What if a product still smells good but is past its date?
Throw it away. With food safety, you take no risks. A sick guest will cost you much more than a discarded product.
Can I use different systems mixed together?
Not recommended. Choose one clear system and stick with it. Different systems mixed together cause confusion and mistakes.
⚠️ EU Regulation 1169/2011 — Allergen Information — https://eur-lex.europa.eu/eli/reg/2011/1169/oj
The allergen information on this page is based on EU Regulation 1169/2011. Recipes and ingredients may vary by supplier. Always verify current allergen information with your supplier and communicate this correctly to your guests. KitchenNmbrs is not liable for allergic reactions.
In the UK, the FSA enforces allergen regulations under the Food Information Regulations 2014.
📚 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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