The right ordering frequency for meat determines your cashflow, freshness and food safety. Ordering too often costs extra delivery fees, ordering too little risks shortages or spoilage. In this article you'll learn step-by-step how to calculate the ideal ordering frequency based on your consumption, shelf life and costs.
Why ordering frequency matters so much
Meat is your most expensive ingredient and most perishable product. The wrong ordering frequency costs you money directly:
- Ordering too often: Extra delivery costs, too much inventory, cashflow problems
- Ordering too infrequently: Shortages, stress, emergency orders at higher prices
- Wrong timing: Meat that spoils before you sell it
⚠️ Note:
Meat has short shelf lives. Beef and pork: 3-5 days refrigerated. Chicken: 1-2 days. Fish: 1 day. Plan your orders accordingly.
The basic formula for ordering frequency
The ideal ordering frequency depends on three factors:
- Average daily consumption (how many kg do you sell per day?)
- Shelf life (how many days does it stay fresh?)
- Safety stock (buffer for busy days)
Formula:
Ordering frequency (days) = (Shelf life × 0.7) + Safety stock
The 0.7 factor ensures you sell the meat before it reaches its expiration date.
💡 Example - Beef:
Your restaurant sells an average of 15 kg of beef per day:
- Beef shelf life: 4 days
- Safety stock: 1 extra day
- Calculation: (4 × 0.7) + 1 = 3.8 days
Optimal ordering frequency: every 3-4 days
Calculate daily consumption
To determine your ordering frequency, you first need to know how much meat you use on average per day:
- Add up your meat sales from the past 4 weeks
- Account for trimming loss (whole meat has 15-25% loss)
- Divide by number of working days
💡 Example - Calculate daily consumption:
Past 4 weeks (24 working days):
- Sold: 280 steaks at 200g = 56 kg
- Trimming loss: 20% → you bought 70 kg whole meat
- Average per day: 70 ÷ 24 = 2.9 kg/day
You need 3 kg of beef per day
Factor in seasons and peaks
Your consumption varies by season and day of the week. Include this in your calculation:
- Weekends vs. weekdays: Weekends often 40-60% more sales
- Seasons: Summer often more fish, winter more stews
- Holidays: Christmas, Easter, Valentine's Day = different patterns
Calculate your ordering frequency based on your busiest period, not your average.
💡 Example - Weekend adjustment:
You sell 10 kg meat/day during the week, 16 kg/day on weekends:
- Weekdays: 10 kg × 5 days = 50 kg
- Weekend: 16 kg × 2 days = 32 kg
- Weekly average: 82 ÷ 7 = 11.7 kg/day
Plan for 12 kg/day, not 10 kg
Weigh costs against freshness
Ordering more frequently costs more money, but gives you fresher meat. Ordering less frequently is cheaper, but increases the risk of spoilage:
- Delivery costs: Often €15-25 per delivery
- Minimum order: Many suppliers have minimum order values
- Spoilage risk: 1% spoilage at €20/kg meat = €0.20/kg
Calculate what's cheaper: extra delivery costs or risk of spoilage.
⚠️ Note:
When in doubt, order more frequently. Fresh products sell better and are safer. The extra delivery costs don't outweigh the loss of spoiled meat.
Digital support for inventory management
Manually tracking consumption and orders takes time and causes errors. Many restaurants use apps like KitchenNmbrs to:
- Automatically track daily consumption
- Monitor inventory levels
- Get ordering reminders at the right time
- Keep supplier information centralized
This saves time and prevents you from forgetting to order or buying too much.
How do you calculate the ideal ordering frequency? (step by step)
Calculate your average daily consumption
Add up your meat sales from the past 4 weeks and divide by the number of working days. Don't forget to account for trimming loss (15-25% on whole meat).
Determine the shelf life per meat type
Beef and pork: 3-5 days. Chicken: 1-2 days. Fish: 1 day. Always check the expiration date on your supplier's packaging.
Apply the formula
Ordering frequency = (Shelf life × 0.7) + 1 day safety stock. The 0.7 factor ensures you sell the meat before it reaches the limit.
Test and adjust
Try your calculated frequency for a month. Do you often have shortages? Order more frequently. Do you regularly throw away meat? Order less frequently.
✨ Pro tip
Check every morning what's in your cooler and compare it with your plan for today. If you have more than you need, add the meat to the daily specials menu to sell it quickly.
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 supplier has a minimum order?
Calculate whether it's cheaper to order the minimum and have a bit more inventory, or to order from a different supplier without a minimum. Often the minimum is still more cost-effective.
Do I need to order each type of meat separately?
Not necessarily. Many suppliers deliver different meat types in one shipment. Then plan based on the meat with the shortest shelf life (usually chicken or fish).
How often do most restaurants order meat?
Small restaurants usually order 2-3 times per week. Larger establishments often daily. It depends on your volume, cooling capacity and supplier.
What do I do with seasonal fluctuations?
Calculate separate frequencies for busy and quiet periods. In summer you order more fish, for example, in winter more stews.
Can I keep meat longer by freezing it?
Yes, but this changes the quality. Frozen meat is fine for stews, but less suitable for steaks. Plan this into your menu.
📚 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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