The right ordering frequency prevents you from tying up money in inventory that sits waiting for months. Many restaurants order too much or too little dry products, causing them to lose cashflow or run out of ingredients. Here's your step-by-step method to calculate the ideal ordering frequency for rice, pasta, canned goods, and other dry products.
Why ordering frequency matters
Dry products seem cheap because they last a long time. But if you stock up on 50 kilos of rice while you use 5 kilos per week, €200 is tied up doing nothing for ten weeks. That money works harder on fresh ingredients or other expenses.
⚠️ Watch out:
Ordering too little costs you more. Run out of basil mid-week? You'll often pay 30-50% more at the wholesaler than at your regular supplier.
The formula for ideal ordering frequency
The calculation breaks down into three parts:
- Average consumption per week
- Delivery time from your supplier
- Safety margin for busy periods
Formula:
Ordering frequency = (Average consumption × 2) + (Consumption × Delivery time in weeks) + Safety margin
💡 Example:
Restaurant uses an average of 8 kilos of rice per week. Supplier delivers within 2 days.
- Average consumption: 8 kg/week
- Delivery time: 2 days = 0.3 week
- Safety margin: 20% = 1.6 kg
Calculation: (8 × 2) + (8 × 0.3) + 1.6 = 16 + 2.4 + 1.6 = order 20 kg
This covers inventory for 2.5 weeks
Measuring consumption per week
Track for three weeks how much of each dry product you use. Divide by three to get your average. But check this every three months, as your menu and busy periods change.
💡 Example measurement period:
Dried basil consumption over 3 weeks:
- Week 1: 400 grams
- Week 2: 350 grams
- Week 3: 450 grams
Average: (400 + 350 + 450) ÷ 3 = 400 grams/week
Determining your safety margin
Account for busy periods and seasons. In summer you might use 30% more basil due to more salads. December brings 20% more cinnamon for winter dishes.
- Stable products (rice, pasta): 15-20% extra
- Seasonal products (spices): 25-30% extra
- Popular dishes: 20-25% extra
Costs of wrong ordering frequency
Order too much and you kill cashflow. Order too little and you're stuck with emergency purchases at high prices. Based on real restaurant P&L data, inventory mistakes can cost 3-5% of your food budget annually.
💡 Cost example:
50 kilos of rice at €4/kilo = €200 inventory for 6 weeks.
- Money is tied up for 6 weeks
- At 5% interest: €200 × 0.05 × (6/52) = €1.15 interest costs
- Plus storage space and risk of pests
Better: 20 kilos for 2.5 weeks = €80 inventory
Tracking inventory digitally
Tools like KitchenNmbrs automatically track your consumption and set alerts so your inventory doesn't drop below your minimum. This prevents you from forgetting to order or stocking up too much.
How do you calculate the ideal ordering frequency? (step by step)
Measure your consumption for 3 weeks
Note each week how much of each dry product you use. Count bags, cans, and kilos. Divide the total by 3 to get your average consumption per week.
Check your supplier's delivery time
Ask your supplier how long delivery takes from order. Convert this to weeks (2 days = 0.3 week, 1 week = 1 week).
Calculate your order quantity
Use the formula: (Consumption/week × 2) + (Consumption × Delivery time) + 20% safety margin. This gives you the ideal order quantity for approximately 2-3 weeks of inventory.
✨ Pro tip
Calculate ordering frequency for your top 5 dry ingredients within the next 7 days. These items represent 60-70% of your dry goods spending, so getting them right immediately improves your cash flow.
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
How often should I remeasure my consumption?
Measure again every 3 months, especially after menu changes or seasonal shifts. Your consumption can change due to new dishes or different busy periods.
What if my supplier has minimum order quantities?
See if you can bundle orders with other restaurants, or find a supplier with lower minimums. Sometimes a slightly more expensive supplier is cheaper than excess inventory.
Should I account for seasons?
Yes, especially for spices and specialty ingredients. In winter you use more warm spices, in summer more fresh flavors. Adjust your safety margin accordingly.
What do I do with products I rarely use?
Buy these only on order for specific dishes. Keep a maximum of 1-2 portions in stock, otherwise you'll be stuck with them.
How do I prevent forgetting to order?
Set a minimum inventory level and check it weekly. Many restaurants use an app to automatically get alerts so inventory doesn't run low.
What's the difference between calculating frequency for flour vs spices?
Flour has predictable usage patterns and longer shelf life, so you can order monthly. Spices vary wildly by season and menu changes, requiring weekly monitoring and smaller, more frequent orders.
📚 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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