Last-minute purchases at the local store cost you much more than you think. What you can get for €10 from your supplier often costs €15-25 at the supermarket. In this article, you'll learn exactly how to calculate how much these emergency purchases cost you extra and how to prevent them.
Why last-minute purchases are so expensive
If your chef discovers at 4:00 PM that there are no onions left for tonight's soup, you head to the Albert Heijn. Makes sense. But those 2 kilos of onions cost you €4.50 there while your supplier charges €1.80.
💡 Example:
What you need for tonight:
- 2 kg onions: supplier €1.80 vs supermarket €4.50
- 500g butter: supplier €4.20 vs supermarket €7.50
- 1 kg grated cheese: supplier €8.50 vs supermarket €12.00
Extra costs this one time: €9.40
The difference per product seems small, but it adds up quickly. And this happens more often than you think.
The hidden costs of emergency purchases
Beyond the higher purchase prices, there are more costs:
- Travel time: 30 minutes round trip = €15 in labor costs
- Wrong packaging: You buy 500g when you need 2kg
- Lower quality: Supermarket products are often less suitable for professional use
- Kitchen stress: Rushing leads to mistakes and waste
⚠️ Note:
Don't just calculate the price difference, but also the time someone spends on the emergency purchase. Those are labor costs you normally wouldn't have.
Calculate your extra costs per year
Most restaurants make 1-3 emergency purchases per week. That seems like little, but it adds up over a year.
💡 Example calculation:
Restaurant makes 2 emergency purchases per week:
- Average extra costs per time: €12
- Travel time: 30 min × €25/hour = €12.50
- Total per time: €24.50
Per year: €24.50 × 2 × 52 = €2,548
That's nearly €2,600 per year in avoidable costs. For an average restaurant, that's 0.5-1% of annual revenue.
Track your emergency purchases systematically
Many entrepreneurs don't know how much they're spending on last-minute purchases because they don't track it. Start with a simple list:
- Date and time of the emergency purchase
- What you bought and where
- Amount you paid
- Price from your normal supplier for comparison
- Reason why you needed it
After a month you'll see patterns. Which products do you forget often? On which days does it go wrong?
Prevention is cheaper than repair
The best way to prevent emergency purchases is better inventory control:
- Weekly inventory check: Every Monday inventory of basic products
- Set minimum stock levels: When you drop below 2 kg of onions, you order
- Fixed order days: Every Tuesday and Friday you order, no exceptions
- Backup supplier: For when your main supplier can't deliver
💡 Practical tip:
Make a list of your 20 most-used ingredients. Check these every week. These 20 products account for 80% of your emergency purchases.
An app like KitchenNmbrs can help you keep track of when you've ordered what and what your minimum stock levels are, so you're surprised less often.
How do you calculate the cost of emergency purchases? (step by step)
Collect all receipts from emergency purchases
Save all receipts from the supermarket, liquor store or other emergency purchases for a month. Also note the date and time you made the purchase.
Compare with your normal supplier price
Look up what your normal supplier charges for each product. Add up the difference per product and per receipt. This is your direct extra costs.
Add travel time and labor costs
Add up the time someone spent on the emergency purchase (there, shopping, back). Multiply by €25 per hour (average labor costs). These are your hidden costs.
Calculate the total on an annual basis
Add all extra costs and labor costs together. Multiply by 12 for an annual estimate. This gives you insight into how much emergency purchases really cost you.
✨ Pro tip
Keep an 'emergency purchase log' at the register. Every time someone picks something up at the supermarket, you write it down. After a month you'll see exactly where your money is leaking.
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 also include fuel costs for emergency purchases?
Yes, if you drive to the store. Calculate €0.22 per kilometer (business mileage allowance). For most emergency purchases this is €2-5 extra.
What if I can still go to a cash-and-carry for emergency purchases?
Cash-and-carries are cheaper than supermarkets, but usually still 10-20% more expensive than your regular supplier. Plus you lose time and often have minimum order quantities.
How do I prevent my team from making emergency purchases too often?
Make clear agreements about minimum stock levels and who can order when. Give your chef a budget for emergencies, but also show them the costs.
Is it always wrong to buy last-minute?
No, sometimes it's necessary. But if it happens more than once a week, you have a structural inventory planning problem that's costing you money.
Which products are most expensive for emergency purchases?
Meat, fish and cheese often have the biggest price difference between supplier and supermarket. Sometimes you pay 50-100% more for the same quality.
⚠️ 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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