Ideal ordering frequency for dry…

Quick answer

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.

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.

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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.

ℹ️ This article was prepared based on official sources and professional expertise. While we strive for current and accurate information, the content may differ from the most recent regulations. Always consult the official authorities for binding standards.

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

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.

8 years kitchen manager at 1NUL8 Group Rotterdam

Expertise: food cost management HACCP kitchen management restaurant operations food safety compliance

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