Proper categorization of cleaning and maintenance expenses can save restaurants €200-400 monthly by eliminating hidden profit leaks. Most operators dump these costs under 'miscellaneous expenses', losing all visibility into actual spending patterns. Breaking down these expenses correctly gives you control over what's often 3-6% of your revenue.
Categorizing cleaning costs on your P&L
Cleaning expenses shouldn't sit under one generic line item. You need to split them across different categories to track where your money actually goes.
💡 Example cleaning cost breakdown:
Restaurant with €40,000 monthly revenue:
- Cleaning service: €1,200/month → Operational costs
- Cleaning supplies: €180/month → Food cost (HACCP)
- Hood maintenance: €150/month → Building costs
- Equipment repairs: €220/month → Operational costs
Total: €1,750/month = 4.4% of revenue
Booking maintenance correctly
Maintenance isn't one-size-fits-all. Different types belong in different P&L sections, and you'll want to separate planned from emergency expenses.
- Preventive maintenance: Scheduled costs you budget for (annual inspections, hood cleaning)
- Corrective maintenance: Emergency repairs (broken freezer, faulty dishwasher)
- Minor maintenance: Small daily fixes under €100 (light bulbs, cabinet handles)
- Major maintenance: Capital investments over €500 (equipment overhauls, kitchen upgrades)
⚠️ Heads up:
Major maintenance (>€500) typically gets depreciated over several years. Don't dump this into monthly operating expenses but treat it as a capital investment.
Benchmark: what's normal?
Combined cleaning and maintenance costs typically run 3-6% of revenue. Above 6%? You've got a leak that needs plugging.
💡 Benchmark by business type:
- Fine dining: 4-6% (extensive linens, deep cleaning protocols)
- Casual dining: 3-5% (standard cleaning requirements)
- Fast casual: 2-4% (streamlined operations)
- Ghost kitchen: 2-3% (no dining room to maintain)
Monthly check-in routine
Review your cleaning and maintenance expenses monthly. Set category budgets and flag any overages for investigation.
- Total all cleaning expenses (services + supplies + labor hours)
- Calculate percentage of monthly revenue
- Compare against previous month and year-over-year
- Identify whether major repairs were planned or surprises
💡 Calculation example:
Monthly revenue: €35,000
- Cleaning service: €980
- Cleaning supplies: €145
- Dishwasher repair: €280
- Hood maintenance: €120
Total: €1,525 = 4.4% of revenue
Falls within the healthy 3-5% range
Where things usually go wrong
Most operators lose control because they dump everything into 'miscellaneous expenses.' This mistake costs the average restaurant €200-400 per month in untracked spending and missed optimization opportunities. Without proper categorization, you can't spot patterns or control costs.
- No separation: Everything lumped together, zero visibility by category
- Hidden labor: Staff cleaning time not factored into true costs
- No planning: Reactive spending without budgets leads to overages
- Wrong accounting: Major maintenance expensed immediately instead of depreciated
Digital administration
Using tools like a food cost calculator helps you categorize expenses and monitor monthly percentages. You'll spot budget overruns immediately instead of discovering them at month-end.
How do you book cleaning and maintenance correctly?
Divide costs across categories
Distinguish between cleaning service (operational), cleaning supplies (food cost), and equipment maintenance (operational). Don't lump everything under 'miscellaneous expenses'.
Calculate percentage of revenue
Add up all cleaning and maintenance costs and divide by your monthly revenue. Aim for 3-6% depending on your business type.
Set monthly budget
Determine per category what you want to spend maximum per month. Check every month if you stay on budget and analyze overages.
✨ Pro tip
Track your cleaning and maintenance costs weekly during your first 90 days of proper categorization. You'll identify spending patterns and potential savings much faster than monthly reviews.
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 much should cleaning and maintenance cost total?
Combined, expect 3-6% of revenue. Fine dining hits the higher end (4-6%) due to intensive cleaning needs, while fast casual operations run leaner at 2-4%.
Where do I categorize cleaning supplies?
HACCP-required cleaning supplies belong in food cost since they're mandatory for food safety. General cleaning supplies for dining areas go under operational costs.
Should I include staff cleaning hours in these costs?
Absolutely. If your team handles cleaning, calculate those hours × hourly wage and add to cleaning costs. Otherwise your true expenses are understated.
What maintenance qualifies as a capital investment?
Expenses over €500 that extend equipment life are investments, not operating costs. Depreciate these over multiple years rather than expensing immediately.
How do I prevent surprise repair bills?
Schedule preventive maintenance religiously and budget 1-2% of revenue monthly for unexpected repairs. This creates a buffer for emergencies without destroying your margins.
Can I write off a new oven as monthly maintenance?
No, equipment purchases are capital investments that must be depreciated. Only repairs and upkeep of existing equipment count as maintenance expenses.
What's the biggest mistake with cleaning cost tracking?
Lumping everything under 'miscellaneous' or 'general expenses.' This eliminates visibility and prevents you from identifying cost-saving opportunities or problem areas.
📚 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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