For catering with a food truck, you calculate the cost price per person by dividing all costs (ingredients, fuel, staff, time) by the number of guests. Most food truck owners underestimate their true costs, while successful operators factor in every expense from fuel to cleanup time. This systematic approach ensures you actually make money on catering gigs instead of working for free.
What makes catering different from regular sales?
Food truck catering brings unique expenses you won't face at regular street locations. You'll drive to unfamiliar spots, estimate portions without reorder options, and handle extended setup times. These aren't just inconveniences—they're real costs that eat into your profits if you don't account for them properly.
⚠️ Note:
Always calculate with your selling price excluding VAT. Catering falls under 9% VAT for food, but you calculate your cost price without VAT.
All cost items for food truck catering
A realistic cost price includes everything—not just the obvious ingredients. Here's what you can't afford to miss:
- Ingredient costs: all products you use
- Fuel costs: to and from the location
- Time costs: driving, setup, sales, breakdown, cleaning
- Packaging costs: containers, cutlery, napkins
- Extra costs: generator, clean water, waste disposal
💡 Example calculation:
Catering for 50 people, barbecue menu:
- Ingredients: €8.50 per person = €425
- Fuel (60 km): €15
- Time (6 hours × €25/hour): €150
- Packaging: €1.20 per person = €60
- Generator/water: €25
Total costs: €675 ÷ 50 = €13.50 per person
Calculate ingredient costs per person
Start with your menu and price every single component per person. Don't forget the small stuff—cooking oil, seasonings, and garnishes add up fast. A pattern we see repeatedly in restaurant financials shows operators who track these details earn 15-20% more per event than those who estimate.
💡 Example barbecue menu:
- Hamburger (meat + bun): €3.20
- Chicken satay (3 skewers): €2.80
- Salad + dressing: €1.10
- Fries + mayonnaise: €0.90
- Oil, spices, extras: €0.50
Ingredients per person: €8.50
Pass through travel and time costs
Your time has value—especially the hidden hours before and after service. Set a realistic hourly rate and track every minute you spend on the event. Most operators underestimate by 2-3 hours per catering job.
- Travel time: to and from the location
- Setup time: getting the truck ready, connecting equipment
- Sales time: actually serving
- Breakdown time: cleaning up, packing away
⚠️ Note:
Don't forget the time for preparation at home (shopping, prep work) and cleaning afterwards. This is also part of your total time investment.
From cost price to selling price
Cost price isn't selling price. You need profit to maintain your truck, cover insurance, and actually make money. Standard markup for food truck catering runs 2.5x to 3x the cost price. So €13.50 cost becomes €33.75 to €40.50 per person excluding VAT.
💡 Price calculation:
Cost price €13.50 per person, desired margin 35%:
- Minimum selling price: €13.50 ÷ 0.65 = €20.77 excl. VAT
- With 9% VAT: €20.77 × 1.09 = €22.64 per person
- For 50 people: €1,132 total
How do you calculate cost price per person? (step by step)
Calculate ingredient costs per person
Make a list of all ingredients in your menu and calculate the costs per person. Add everything up: main course, side dishes, sauces, bread, and all the little extras like spices and oil.
Add up all extra costs
Calculate fuel costs for the trip, time costs (number of hours × your hourly rate), packaging costs per person, and any extra costs like generator or extra water.
Divide total costs by number of people
Add all costs together and divide by the number of people. This is your cost price per person. Multiply by 2.5 to 3 for a healthy selling price.
✨ Pro tip
Track your actual costs versus estimates for your first 5 catering events within 60 days. Most operators underestimate time costs by 40% initially, but this data helps you price future events profitably instead of working for free.
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 include VAT in my cost price calculation?
No, always calculate your cost price without VAT. You use your selling price excluding VAT to calculate your margin. Add VAT (9% for food) only at the end for the final customer price.
What if I get fewer people than expected?
Always work with a minimum number in your quote. For example: 'Price applies to minimum 40 people—fewer guests still pay for 40 portions.' This protects you from last-minute headcount changes that kill your margins.
How do I prevent earning too little from catering?
Make a detailed cost calculation beforehand and stick to it religiously. Track your actual time and costs after each event to refine your estimates. Many operators unknowingly lose money on busy catering days by underpricing their time.
📚 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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