Running out of ingredients during dinner rush can devastate your service and reputation. The min-max method creates clear ordering triggers for each ingredient - you'll know exactly when to order and how much. It stops both empty shelves and overflowing coolers filled with spoiling products.
What is the min-max method?
The min-max method is a simple system where you set two levels for each ingredient:
- Minimum level: the point at which you need to reorder
- Maximum level: the amount you want to have at most
Once your stock drops below the minimum, you order up to the maximum. This prevents both shortages and excess.
💡 Example:
Beef tenderloin for your signature steak:
- Minimum: 5 kg (covers 2 days)
- Maximum: 15 kg (covers 6 days)
- Current stock: 4 kg
Action: order 11 kg to reach 15 kg
How do you determine the minimum level?
The minimum should protect you from running out. Calculate this based on:
- Daily consumption: how much do you use on average per day?
- Delivery time: how long does your supplier take to deliver?
- Safety margin: extra buffer for busier days
Minimum formula: (Daily consumption × Delivery time) + Safety margin
💡 Example calculation:
Olive oil for your kitchen:
- Daily consumption: 0.5 liters
- Supplier delivery time: 2 days
- Safety margin: 1 liter (for busy days)
Minimum: (0.5 × 2) + 1 = 2 liters
How do you determine the maximum level?
The maximum prevents you from tying up too much money in stock and products spoiling. Consider:
- Shelf life: how long does the product stay fresh?
- Storage space: does it fit in your cooler/storage?
- Cashflow: how much money do you want to tie up?
A rule of thumb: the maximum is often 2-3× the minimum level, depending on shelf life.
⚠️ Note:
Fresh products like fish and vegetables have a short maximum level (2-3 days stock). Shelf-stable products like rice can be higher (1-2 weeks stock).
Min-max by product category
Different ingredients require different approaches:
Fresh products (fish, meat, vegetables)
- Minimum: 1-2 days consumption
- Maximum: 3-5 days consumption
- Order frequency: daily or every other day
Shelf-stable products (rice, pasta, canned goods)
- Minimum: 1 week consumption
- Maximum: 3-4 weeks consumption
- Order frequency: weekly
Frozen products
- Minimum: 3-5 days consumption
- Maximum: 2-3 weeks consumption
- Order frequency: weekly
💡 Practical example:
Restaurant with 80 covers per day:
- Fresh salmon: min 2 kg, max 6 kg
- Rice: min 5 kg, max 20 kg
- Olive oil: min 2 liters, max 8 liters
This way you always have enough, but don't tie up too much.
Digital vs. manual tracking
Many restaurants track min-max levels on paper or in Excel. This works, but has drawbacks:
- You have to manually track what's being used
- Forgetting to check means empty stock
- No alert when you drop below minimum
Digital tools like KitchenNmbrs can automatically alert you when stock drops below minimum. You set the levels once and get notifications when you need to order.
Common mistakes
We often see these mistakes - and they're costly. Poor inventory control is a mistake that costs the average restaurant EUR 200-400 per month through spoilage and emergency orders:
- Minimum too high: you always have too much stock and money tied up
- Minimum too low: you regularly run out of stock
- Not adjusting for seasons: summer vegetables in winter, winter dishes in summer
- Forgetting to check: the system only works if you use it
⚠️ Note:
Update your min-max levels when you change your menu, with seasons, or if your supplier has different delivery times. A system is only as good as the information you put into it.
How do you set min-max levels? (step by step)
Calculate your daily consumption per ingredient
Look at your recipes and count how much you use on average per day of each ingredient. Check this over a full week to get a good average.
Determine your suppliers' delivery times
Note for each supplier how long they take to deliver an order. Add a day for safety (delays, weekends, etc.).
Calculate minimum = (daily consumption × delivery time) + buffer
For fresh products: buffer of 1-2 days. For shelf-stable products: buffer of 3-5 days. This is your minimum level.
Set maximum based on shelf life
Fresh products: maximum 5-7 days stock. Shelf-stable products: maximum 2-4 weeks stock. Watch your cooler space and cashflow.
Test and adjust after a few weeks
Monitor whether your levels work out. Running out too often? Raise minimum. Too much stock? Lower maximum. It's customized per restaurant.
✨ Pro tip
Check your min-max levels every 2 weeks during your first month of implementation. You'll quickly spot ingredients that need adjustment and fine-tune your system.
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
Do I need to set min-max levels for every ingredient?
Start with your 20 most important ingredients - the ones you use most and that cost the most. For specialty ingredients you rarely use, it's less relevant.
How often should I adjust my min-max levels?
Check them monthly and adjust when you change your menu or with seasons. If you notice you often run out or have too much stock, adjust in between.
What if my supplier is unreliable with delivery times?
Raise your minimum level by an extra day or find a more reliable supplier. Unreliable delivery ultimately costs you more than slightly higher stock.
Can I use min-max for beverages?
Yes, especially for popular drinks like house wine, beer, and soft drinks. Beverages often have longer shelf life, so your maximum can be higher.
📚 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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