Chaos in the kitchen happens when your Excel food costs don't match what's in your recipe book. Your chef uses different quantities than you do, so nobody knows what dishes actually cost. This leads to wrong prices, arguments in your team, and profit that leaks away unnoticed.
Why different food costs come about
It often starts innocently. You create an Excel with food costs based on what you think the chef uses. The chef has his own recipe book with different quantities. Nobody checks if they match.
💡 Example:
Carbonara in your Excel:
- Pasta: 125g for €0.45
- Bacon: 80g for €1.60
- Cream: 100ml for €0.30
- Parmesan: 25g for €0.75
Food cost Excel: €3.10
Carbonara according to chef:
- Pasta: 150g (more generous portion)
- Bacon: 100g (more flavorful)
- Cream: 120ml (creamier)
- Extra butter: 10g
Actual food cost: €4.20
The difference: €1.10 per plate. With 200 carbonaras per month, you lose €220 unnoticed.
What goes wrong in your team
When food costs don't match, problems arise that go beyond just numbers:
- Confusion with new staff: Which recipe is the real one?
- Inconsistent plates: Every cook does it differently
- Arguments about portion sizes: You want smaller portions, chef thinks that's stingy
- Wrong ordering: You order too little because your Excel has different quantities
- Stress during busy times: Nobody knows exactly how much should go on
⚠️ Watch out:
If your chef leaves and you only have your Excel, you don't know how dishes are actually made. You lose recipe knowledge and food cost knowledge at the same time.
The hidden costs of different versions
The problem isn't just in direct costs. There are more hidden costs:
- Wasting time: Discussions about "how much should go on"
- Food waste: Ordering too much because portions are unclear
- Complaints: Plates that look different every time
- Stress: Uncertainty about whether you're making money
💡 Example:
Restaurant with 15 dishes on the menu:
- Excel says: average 28% food cost
- Reality: average 34% food cost
- At €400,000 annual turnover: €24,000 difference
That's €2,000 per month leaking away unnoticed.
How one system solves this
The solution is simple: one source of truth. All recipes and food costs in one place, where everyone can access them.
With a system like KitchenNmbrs, you no longer work with Excel and loose recipe books. You build recipes with exact quantities and see the food cost immediately. Your team uses the same app, so everyone always has the right information.
- New staff: Get the right recipes right away
- Consistent plates: Everyone knows exactly how much should go on
- Correct ordering: You know exactly how much you need
- Real-time food costs: When ingredient prices change, you see the impact immediately
From chaos to control
The difference between different food costs seems small, but the impact is big. It's not just about money, but also about peace in your team and confidence in your numbers.
✅ Result:
One system means: no more confusion, consistent plates, correct food costs, and a team that knows where it stands.
How do you solve different food costs? (step by step)
Check all recipes with your chef
Go through each dish together. Weigh and measure what actually goes on each plate. Write everything down, including the small things like butter, oil, and spices.
Calculate the actual food costs
Use the real quantities to recalculate food costs. Add everything up: main ingredients, garnish, sauces, and everything that goes on the plate.
Create one central recipe database
Put all correct recipes and food costs in one system where everyone can access them. Update it immediately if you change a recipe or if suppliers adjust prices.
✨ Pro tip
Check once a month whether your best-selling dishes still match between recipe and food cost. These 5 dishes determine 80% of your profit.
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
What if my chef doesn't want to help document recipes?
Explain that it's not about control, but about helping. If he gets sick or takes vacation, someone else can also make the dish well. Plus, you avoid arguments about portion sizes.
How often should I update food costs if recipes change?
Right away when you make changes. Changing a recipe without updating the food cost is asking for trouble. With a digital system, this happens automatically.
What if the actual food costs are higher than I thought?
Then at least you know the truth. You can then choose: make portions smaller, use cheaper ingredients, or raise prices. But then you're basing your decision on facts.
Can't I just keep using Excel and pay better attention?
Excel only works if you always update it AND if everyone in your team can access it. A central app prevents recipes and food costs from drifting apart.
What happens if I keep ignoring different food costs?
Then you keep losing money without knowing it. Your menu prices don't match, you order wrong quantities, and your team stays confused about portion sizes.
📚 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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