Waste can decimate your profit without you noticing. Many restaurants lose 10-15% of their purchases through poor inventory control and impulsive ordering. With better purchasing discipline, you prevent thousands of euros per year from going to waste.
Where does purchasing go wrong?
Most head chefs order by gut feeling. Too much of this, too little of that. The result: products spoil before you can use them, or you have to make expensive last-minute emergency purchases.
⚠️ Note:
A restaurant with €300,000 annual revenue loses an average of €15,000-€30,000 per year due to waste. That's often the difference between profit and loss.
Measure your current waste
Before you can improve, you need to know where you stand. Track everything you throw away for a week and why.
- Spoiled products: Stored too long, wrong temperature
- Overproduction: Too much mise-en-place made
- Wrong orders: Incorrect product delivered
- Damaged goods: Broken packaging, transport damage
💡 Example:
Restaurant De Eetkamer tracked their waste for 1 week:
- Spoiled fish: €85 (ordered too much for a quiet week)
- Wilted vegetables: €45 (cooler too warm)
- Leftover soup: €30 (batch too large)
- Damaged wine box: €60 (supplier error)
Total waste: €220 in 1 week = €11,440 per year
Build a purchasing rhythm
Discipline starts with routine. Order at fixed times, not when your stock runs out.
Daily check (5 minutes):
- Which products are running low?
- What has only 1 day left tomorrow?
- How many covers do you expect today?
Weekly order (30 minutes):
- Check historical sales from last week
- Review schedule for next week (events, weather)
- Calculate required quantities per product
The 80/20 rule for purchasing
Focus on your 20% most important products - they cause 80% of your waste and costs.
💡 Example:
Top 5 risk products at most restaurants:
- Fresh fish: short shelf life, expensive
- Leafy greens: wilt quickly, high volume
- Dairy: limited shelf life
- Herbs: small quantities, dry out quickly
- Seasonal products: variable quality
Calculate inventory turnover
Your inventory shouldn't sit idle too long. Calculate how often your inventory 'turns over' per month.
Inventory turnover formula:
Turnover = Monthly purchases ÷ Average inventory value
💡 Example:
Bistro Het Pleintje:
- Monthly purchases: €8,000
- Inventory value: €2,500
- Turnover: €8,000 ÷ €2,500 = 3.2×
This means: inventory is refreshed 3.2× per month. Good pace for fresh products.
A healthy turnover is between 2.5-4× per month. Lower = too much inventory, higher = risk of shortages.
Apply FIFO systematically
First In, First Out isn't just a rule - it needs to become automatic.
- Label everything: Receipt date on every package
- Place logically: New in back, old in front
- Check daily: What needs to be used today?
- Plan menu: Use products that expire soon
⚠️ Note:
FIFO only works if your team does it consistently. One person not following it can disrupt your entire system.
Review suppliers critically
Not every supplier is right for every situation. Evaluate them on more than just price.
Criteria for a good supplier:
- Reliability: Always delivers on time
- Quality: Consistent products
- Flexibility: Can handle small orders
- Shelf life: Fresh products with long expiration dates
A slightly more expensive supplier with fresh products can be cheaper than a 'budget' one with short shelf-life products.
Digital support
Manual lists don't work long-term. You need a system that helps you track what you have and what you need.
An app like KitchenNmbrs helps you:
- Track purchase prices per supplier
- Link recipes to inventory
- Automatically calculate how much you need
- Track waste per product
How do you build purchasing discipline? (step by step)
Measure your current waste for 1 week
Track everything you throw away: spoiled products, overproduction, damaged goods. Note the value and reason. This shows you where you're losing money.
Identify your top 5 risk products
Determine which products cause the most waste (usually fresh fish, leafy greens, dairy). Focus your improvement plans on these products first.
Set fixed ordering routines
Order on fixed days based on historical sales and planning. Use the formula: expected sales + 10% buffer - current inventory = order quantity.
Implement consistent FIFO system
Label all products with receipt date. Train your team to always use old products first. Check daily what needs to be used today.
Monitor your inventory turnover monthly
Calculate: monthly purchases ÷ average inventory value. Aim for 2.5-4× per month. Too low = too much inventory, too high = risk of shortages.
✨ Pro tip
Start by measuring waste on your 3 most expensive ingredients. If you waste 50% less there, you'll notice it directly in your profit margin.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
Was this article helpful?
Frequently asked questions
How much waste is normal in a restaurant?
Healthy waste is between 3-7% of your total purchases. Above 10% you're losing significant money. Measure this monthly by weighing and valuing your discarded food.
How often should I order to minimize waste?
For fresh products: 2-3× per week. For shelf-stable products: 1× per week. Ordering daily is too expensive due to delivery costs, weekly for fresh products is too risky for quality.
What if my supplier has minimum order quantities?
Calculate whether the minimum quantity fits your consumption over the shelf life. If not, find another supplier or share orders with neighboring restaurants.
How do I prevent staff from making too much mise-en-place?
Give clear portion instructions per expected number of covers. For example: at 50 covers, prep 12 portions of soup extra (not 30). Train your team to prep conservatively.
Can I deduct waste from my taxes?
Normal business losses like spoilage are deductible as business expenses. Document well what you throw away and why. Consult your accountant for specific situations.
How do I handle seasonal fluctuations in purchasing?
Adjust your order quantities based on historical data per season. Summer = more salads, winter = more stews. Build up 3 months of history to recognize patterns.
📚 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.
Manage inventory without spreadsheets
Always know what you have in stock and what it's worth. KitchenNmbrs connects inventory to recipes and purchasing for complete oversight. Start your free trial.
Start free trial →