I'll admit it - I spent years ordering weekly just because it felt easier, without ever calculating if it actually saved money. Smaller, frequent orders cost more per delivery but reduce waste, while larger orders are cheaper per kilo but carry more spoilage risk. You can calculate exactly which strategy delivers the highest profit for your kitchen.
The two cost items that determine your margin
Your purchasing strategy revolves around two main costs: purchase price per product and waste costs. These work against each other constantly - larger orders give lower purchase prices but higher waste, smaller orders flip this equation.
💡 Example: Salmon purchasing
Weekly order (10 kg):
- Purchase price: €18.50/kg (volume discount)
- Waste after 7 days: 15% = 1.5 kg
- Actual costs: €18.50 + (€18.50 × 0.15) = €21.28/kg
Daily order (1.5 kg):
- Purchase price: €20.50/kg (no discount)
- Waste: 3% = 0.045 kg
- Actual costs: €20.50 + (€20.50 × 0.03) = €21.12/kg
Daily is €0.16/kg cheaper despite higher purchase price!
Calculate your waste percentage per product
Not every product has the same spoilage risk. Fresh fish spoils faster than frozen, vegetables faster than canned goods. Track this for 2 weeks:
- Record what you purchase per product
- Weigh what you throw away due to spoilage
- Calculate: (Thrown away / Purchased) × 100 = Waste percentage
⚠️ Note:
Only count spoilage, not normal trimming losses or portion overages. Those belong to preparation, not purchasing timing.
Delivery costs and minimum order values
Many suppliers have minimum order values or delivery charges. You need to divide these costs across your order:
💡 Example: Delivery cost impact
Supplier charges €25 delivery:
- On €500 order: €25/€500 = 5% extra
- On €100 order: €25/€100 = 25% extra
Smaller orders become much more expensive due to fixed delivery costs
The total formula for actual costs
To fairly compare both strategies, use this formula per product:
Actual cost per kg = (Purchase price + Delivery costs per kg) × (1 + Waste percentage)
- Purchase price = price per kg at supplier
- Delivery costs per kg = total delivery costs divided by kg ordered
- Waste percentage = as decimal (15% = 0.15)
Calculate break-even point
There's a sweet spot where the extra delivery costs of smaller orders offset the waste costs of large orders. Based on real restaurant P&L data, calculate this per product category:
💡 Example: Break-even calculation
Vegetables with 8% waste on weekly order:
- Weekly: €3.50/kg + 8% waste = €3.78/kg
- 2× per week: €3.70/kg + 4% waste = €3.85/kg
- Daily: €4.00/kg + 1% waste = €4.04/kg
Weekly is cheapest despite waste
Factor in cashflow impact
Larger orders mean more money tied up in inventory. This also has costs:
- €1000 inventory at 5% interest = €50/year extra costs
- Storage space costs money (cooling, freezer)
- More inventory = more risk in case of emergencies
For small operations these costs are usually negligible, but for larger kitchens they're not.
How do you calculate the optimal purchasing strategy? (step by step)
Measure your current waste per product group
Track for 2 weeks how much you purchase and how much you throw away due to spoilage per product category (fish, meat, vegetables, dairy). Calculate the waste percentage: (thrown away / purchased) × 100.
Request prices for different order frequencies
Ask your supplier for prices on daily, 2× per week and weekly orders. Also note minimum order values and delivery charges per order.
Calculate actual costs per strategy
Use the formula: (Purchase price + Delivery costs per kg) × (1 + Waste percentage). Compare the results and choose the lowest actual cost per product group.
✨ Pro tip
Track your top 5 most expensive products for 14 days and calculate their exact waste percentages first. You'll capture 75% of potential savings with this focused approach.
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 use a different purchasing strategy for each product?
Yes, that's the smartest approach. Perishable products like fish are better ordered more frequently, while durable products like oil you can purchase in larger quantities for volume discounts.
How often should I remeasure my waste percentages?
Remeasure every 3 months, especially after seasonal changes. Your menu, supplier or storage method can change and that affects your waste percentages significantly.
What if my supplier doesn't do daily delivery?
Find a second supplier for fresh products that does deliver daily, or switch to a wholesaler that comes multiple times per week. The extra effort often outweighs the waste costs you'll save.
📚 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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