A good purchasing plan prevents you from tying up too much money in inventory or running out of ingredients. Many new restaurants buy too much in their first month because they don't know how much they actually need. Follow these steps to create a realistic purchasing plan for your first month.
Start with your menu and expected revenue
Your purchasing plan starts with your menu. For each dish, you need to know how many ingredients you need per portion. Then you estimate how many portions you'll sell per week.
💡 Example:
Your bistro has 40 seats and expects 60% occupancy in week 1:
- 40 seats × 0.60 = 24 guests per service
- 2 services per day = 48 covers/day
- 6 days open = 288 covers/week
First week: 288 covers
Calculate ingredients per dish
Make a list of all ingredients you need per portion of each dish. Include garnishes, sauces, and oils. Don't forget the bread rolls, butter, and everything that comes standard on the table.
💡 Example steak:
- Steak: 200 grams
- Fries: 250 grams potatoes
- Salad: 50 grams
- Butter for cooking: 15 grams
- Pepper/salt: 2 grams
Estimate your menu mix
Not every dish sells equally. Make an estimate of what percentage of your guests will choose which dish. Start conservatively - you can always order more.
⚠️ Note:
New restaurants often have a different sales pattern than expected. Plan 20% extra for your most popular dishes and less for experimental items.
Account for trimming loss and waste
Not everything you buy ends up on the plate. With fish, you lose 40-50% from bones and skin. With vegetables, 15-20% is lost to peels and bad pieces. This is one of the most common blind spots in kitchen management - new operators consistently underestimate these losses.
- Fish (whole to fillet): 40-50% loss
- Meat (whole to portions): 15-25% loss
- Vegetables: 15-25% loss
- General waste: 5-10% of total purchases
Plan by supplier and order frequency
Divide your ingredients among suppliers. Fresh products like fish and vegetables you order 2-3 times per week. Shelf-stable products like rice and canned goods you can buy for a month.
💡 Example planning:
- Daily: Bread, fresh herbs
- 2x per week: Fish, meat, vegetables
- 1x per week: Dairy, eggs
- 1x per month: Dry goods, canned items, frozen
Set your purchasing budget
A typical food cost for restaurants is between 28-35% of your revenue. If you expect €20,000 in revenue in your first month, plan €6,000-7,000 for purchases.
⚠️ Note:
In your first month you have more basic purchases (oil, spices, canned goods) that you'll use throughout the month. Plan 5-10% extra on top of your normal food cost.
Make a backup plan
Make sure you know where you can quickly order from if you run out of inventory. Create a list of suppliers who can deliver the same day, even if they're a bit more expensive.
How do you set up a purchasing plan? (step by step)
Calculate expected covers per week
Number of seats × occupancy rate × services per day × days open. Start conservatively with 50-60% occupancy in week 1.
Make ingredient list per dish
Write down all ingredients for each dish with exact quantities per portion. Don't forget garnishes, sauces, and oil.
Estimate menu mix and calculate total needs
Determine what percentage of guests will choose which dish. Multiply by expected covers for total ingredient needs.
Add trimming loss and waste
Account for 15-25% loss with vegetables/meat and 5-10% general waste. This prevents shortages in your first weeks.
Divide among suppliers and order frequency
Plan daily for bread, 2x per week for fresh items, weekly for dairy, and monthly for dry goods.
✨ Pro tip
Track your actual sales versus estimates every 3 days during your first 2 weeks. After 10 days of service, you'll have enough data to adjust your purchasing quantities by 40-50% accuracy.
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 I stock up on for my first month?
Plan approximately 35-40% of your expected revenue for purchases in your first month. This is higher than normal because you need to build up basic inventory. You'll have more one-time purchases like spices and oils that last several months.
What if I haven't bought enough?
Keep a list of suppliers who can deliver the same day. Wholesalers like Sligro often have an emergency service, even if you pay a bit more.
Which products should I stock up on the most?
Dry goods like rice, pasta, canned items, and frozen products. These don't spoil quickly and are often cheaper in larger quantities. Focus your conservative estimates on perishables instead.
📚 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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