Custom orders often mean margin chaos. Customers can combine endlessly - extra cheese here, double meat there, different sauce added. Tracking profitability for every combination seems impossible. Yet it's crucial: without control over your margins per combination, you lose money unnoticed on every order.
Why custom orders are so tricky for your margins
With standard dishes you know exactly what you earn. With custom orders it gets complex:
- Every addition costs ingredients
- Some extras are more expensive than the surcharge you charge
- Your chef sometimes gives more than the standard portion
- Nobody tracks which combinations are profitable
⚠️ Watch out:
A pizza with 5 extra toppings can cost you more than you charge for it. Check this regularly.
Build a basic cost price system
Start with your base dishes. For each base you need:
- Cost price base dish: All ingredients added up
- Selling price base: Excl. VAT
- Margin base: How much do you earn on it?
💡 Example:
Margherita Pizza as base:
- Dough, sauce, cheese: €3.20
- Selling price: €11.00 incl. VAT = €10.09 excl. VAT
- Margin: €10.09 - €3.20 = €6.89 per pizza
Calculate the cost of every addition
Make a list of all possible extras with exact costs:
- Extra cheese: how many grams? What does it cost?
- Extra meat: weight and purchase price per kilo
- Vegetables: also weight and price here
- Sauces: cost price per portion
💡 Example costs of extras:
- Extra cheese (50g): €0.85
- Extra salami (30g): €1.20
- Mushrooms (40g): €0.45
- Extra sauce: €0.25
Check if your surcharge is enough
For every addition you compare:
- What does it cost you? Ingredient costs
- What do you charge for it? Surcharge excl. VAT
- Do you earn enough? Surcharge must be at least 3x the cost price
💡 Example check:
Extra salami:
- Cost price: €1.20
- Surcharge: €2.50 incl. VAT = €2.29 excl. VAT
- Margin: €2.29 - €1.20 = €1.09
- Factor: 1.9x - too low! Increase to €3.50
Use a combination calculator
For popular combinations you can calculate in advance:
- Base + most chosen extras
- Total cost price of the combination
- Total selling price excl. VAT
- Margin on the entire order
⚠️ Watch out:
Check your top 10 most popular combinations monthly. That's where 80% of your revenue is.
Track daily which combinations sell
Your cash register system probably records every order. Analyze weekly:
- Which combinations are ordered most?
- Which extras are popular?
- Where do you earn the most/least?
Set limits for extreme customizations
Not all wishes are profitable:
- Maximum extras: For example max 4 toppings on pizza
- Minimum order value: For complex customizations
- No discount on custom orders: The margin is already smaller
💡 Example limits:
Salad bar with custom orders:
- Base salad: €8.50
- First 3 extras: free
- Extra topping 4-6: €1.50 each
- More than 6: €2.00 each
This way it stays profitable and clear.
How do you calculate margins with custom orders? (step by step)
Calculate cost price of your base dishes
Add up all ingredients of your standard dishes. This becomes your starting point for all variations.
Make a price list of all possible extras
Weigh every addition and calculate the exact cost price. Don't forget garnish, sauces or decoration.
Check if your surcharge is at least 3x the cost price
For every addition: cost price × 3 = minimum surcharge excl. VAT. Otherwise you lose money on custom orders.
Calculate your top 10 most popular combinations in advance
Analyze which combinations are ordered most and calculate the exact margin. This is your biggest risk and opportunity.
Set limits for extreme customizations
Determine maximum number of extras and minimum margins. Not every customer wish is profitable enough to honor.
✨ Pro tip
Use different colored containers in your kitchen for standard and extra portions. That way your chef immediately sees how much of each addition needs to go in.
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
Do I need to calculate every possible combination in advance?
No, that's impossible. Focus on your base + the 20 most popular extras. That covers 90% of all orders.
What if customers complain that custom orders become too expensive?
Explain that custom orders require more work and ingredients. Offer alternatives: fixed combos with discount, or an all-inclusive price for unlimited customization.
How often should I adjust my extra prices?
Check your supplier prices for popular extras monthly. If suppliers raise prices, you adjust too - otherwise you earn less per order.
Can't I just charge a fixed percentage markup?
That only works if all extras have the same margin. In practice, some ingredients cost much more than others per gram.
What do I do with seasonal price differences?
Adjust your extra prices per season. Tomatoes cost more in winter than summer - factor that into your surcharge for extra tomato.
How do I prevent my chef from being too generous with extras?
Weigh portions and train your team. An 'extra cheese' must always be the same amount, otherwise your calculation won't work.
⚠️ 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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