How do you manage inventory for three different restaurant concepts under one roof without drowning in complexity? Each concept demands its own ingredients, yet they overlap in ways that make you buy too much or too little. A smart inventory plan stops waste and keeps you stocked without locking up your cash.
Analyze your concepts and overlap
Start with a thorough analysis of what each concept needs. Make three lists: ingredients that only concept A uses, only concept B, only concept C, and ingredients that multiple concepts share.
💡 Example:
Restaurant with Italian, Asian and Burger concept:
- Italian only: mozzarella, basil, parma ham
- Asian only: soy sauce, sesame oil, noodles
- Burger only: cheddar, pickles, brioche
- Shared: onion, tomatoes, lettuce, olive oil
60% of ingredients turn out to be shared
This overlap largely determines your purchasing efficiency. The more overlap, the easier your inventory planning becomes.
Calculate sales ratios per concept
Analyze your sales figures from the past 3 months. What percentage of your revenue comes from each concept? This determines how much inventory you need per concept.
💡 Example sales ratio:
- Italian: 45% of revenue (180 covers/week)
- Asian: 35% of revenue (140 covers/week)
- Burger: 20% of revenue (80 covers/week)
Use these ratios for your purchasing plan.
Set minimum and maximum inventory levels
For each ingredient, determine a minimum (below which you order) and maximum (you don't buy more than this). Calculate with a safety margin of 20% on top of your expected consumption.
⚠️ Note:
Shared ingredients have higher minimum levels because they're used by multiple concepts. Add up the consumption from all concepts.
I've seen restaurants lose EUR 300 monthly by not tracking shared ingredients properly - one concept would order tomatoes while another had already stocked up, creating waste that ate into profits.
Organize your purchasing by supplier
Group ingredients by supplier, not by concept. This prevents duplicate orders and gives you better purchasing prices through higher volumes.
- Greengrocer: all fresh vegetables for all concepts
- Meat supplier: meat and fish for all concepts
- Dry goods: pasta, rice, spices per supplier
- Dairy: cheeses, butter, cream ordered combined
Implement a daily check routine
Check your inventory levels every morning and note what you'll likely use today. Place orders 1-2 days in advance, depending on your delivery schedule.
💡 Daily check routine:
- 9:00 - Check refrigeration and inventory
- 9:15 - Note what's below minimum
- 9:30 - Plan orders for the day after tomorrow
- 10:00 - Send orders
This routine takes 30 minutes but prevents emergency orders.
Monitor your inventory value weekly
Count your total inventory value every week. If it consistently rises, you're buying too much. If it gets too low, you risk shortages.
Rule of thumb: Your inventory value should represent 3-7 days of sales, depending on your delivery frequency.
How do you set up an inventory plan? (step by step)
Create an ingredient matrix
List all ingredients and mark which concepts use them. Calculate the weekly consumption per ingredient across all concepts. This becomes the basis for all further planning.
Determine minimum inventory levels
Calculate how much you use per day of each ingredient. Minimum inventory = daily consumption × number of days between deliveries × 1.2 (safety margin). For shared ingredients, add up the consumption from all concepts.
Organize by supplier
Group your orders by supplier, not by concept. Set a fixed order day and minimum order value for each supplier. This gives you better prices and less administration.
Implement daily checks
Check every morning which ingredients are below minimum. Plan your orders 1-2 days in advance. Note special circumstances like events or expected busy periods that affect your consumption.
Monitor and adjust weekly
Count your inventory value every week and compare it with your sales. Adjust your minimum and maximum levels based on seasons, trends and new dishes. A good inventory plan evolves with your restaurant.
✨ Pro tip
Set up weekly inventory audits every Tuesday at 2 PM to catch ordering patterns that don't match your 3-concept sales data. This 45-minute review prevents the costly mistake of over-ordering shared ingredients.
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Frequently asked questions
What if one concept suddenly becomes much more popular?
Monitor your sales ratios weekly and adjust your purchasing ratios accordingly. If there's a sudden shift, temporarily increase the safety margin for that concept until the new pattern stabilizes. Track the change for at least two weeks before making permanent adjustments.
How do I calculate the ideal inventory value?
Multiply your average daily sales by your food cost percentage and the number of days between deliveries. Plus 20% safety margin. For €1000 daily sales, 30% food cost and 3 days delivery: €300 × 3 × 1.2 = €1080 inventory value.
Do I need separate refrigeration per concept?
Not necessarily, but organize logically. Group ingredients by temperature and shelf life, not by concept. Make sure to label clearly to prevent confusion.
📚 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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