Menu engineering data gives you negotiating power. When you know which dishes are your Stars (popular and profitable), you can use this to secure better purchasing contracts. Suppliers want your volume, and you want better prices for ingredients that actually make money.
What are Stars and why do they give you negotiating power?
In menu engineering you divide your dishes into 4 categories based on popularity and profitability. Stars are dishes that sell frequently and deliver a good margin. These dishes are worth their weight in gold for your business.
💡 Example:
You do 1,000 covers per month. Your ribeye is a Star:
- Sold: 180x per month (18% of all dishes)
- Food cost: 28% (good profit margin)
- Beef consumption: 180 x 250g = 45 kg per month
540 kg beef per year = serious volume for negotiation
Gather your Star data for negotiation
For each Star you need these figures to negotiate strongly:
- Monthly volume of the main ingredient
- Annual volume (month x 12)
- Current purchase price per kg/liter
- Total annual value of this ingredient
- Share of total purchases from this supplier
💡 Example calculation:
Your ribeye (Star) uses premium beef:
- Volume: 540 kg per year
- Price: €28/kg
- Annual value: €15,120
- This is 23% of your total meat purchases
With these figures you can request a volume discount.
Negotiation strategies per Star category
High volume Stars (>15% of sales):
- Request annual contract with fixed price
- Negotiate volume discounts (e.g. 3-5% for >500kg/year)
- Demand quality guarantees (consistent product)
Stable Stars (comparable sales every month):
- Request predictable deliveries (same day every week)
- Negotiate payment terms (30 instead of 14 days)
- Request compensation for price increases (max X% per year)
⚠️ Note:
Only negotiate on Star ingredients. For dishes that sell poorly you have no negotiating power.
Timing of your negotiation
The moment you negotiate determines your success:
- Best timing: 2-3 months before contract renewal
- Strong position: When your Stars are performing well and your volume is growing
- Weak position: Right after a price increase or when you're ordering less
💡 Real-world example:
Restaurant De Smederij in Haarlem:
- Their steak is a Star (25% of sales)
- Annual volume: 800 kg premium beef
- Negotiation: 4% discount + free delivery
- Savings: €1,200 per year
By showing their Star data they could demonstrate they were an important customer.
What to do if your supplier won't cooperate
Not every supplier wants to negotiate. Then you have these options:
- Find alternative supplier: Your Star volume makes you attractive
- Adjust ingredient: Similar quality, different supplier
- Raise menu price: If it's really a Star, guests will pay more
With menu engineering data in a system like KitchenNmbrs you see immediately which dishes give you negotiating power. You no longer have to guess which ingredients are important enough.
How do you use Star data for better purchasing contracts? (step by step)
Identify your 3 most important Stars
Analyze your menu engineering data and choose dishes that are both popular and profitable. Focus on dishes that make up at least 10% of your total sales.
Calculate annual volume per main ingredient
For each Star, add up how much kg/liter of the main ingredient you use per year. Multiply monthly consumption x 12 for a realistic annual picture.
Prepare negotiation dossier
Create an overview of annual volume, current prices and total value per supplier. Show that you're a stable, important customer with growing volume.
Plan negotiation timing strategically
Negotiate 2-3 months before contract renewal, when your figures are good and your volume is stable or growing. Avoid periods when you're ordering less.
Make concrete demands with supporting evidence
Request specific discounts (e.g. 3-5% for annual contract) and show your Star data as proof of your volume and stability. Be willing to commit to longer contracts.
✨ Pro tip
Never negotiate on all products at once. Focus on your top 3 Star ingredients that together make up 60-70% of your purchasing value. That's where your real negotiating power lies.
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 discount can I realistically expect on Star ingredients?
With stable annual volume of 500+ kg you can expect 3-5% discount. With very high volumes (1000+ kg) sometimes up to 8%. Much depends on your current prices and competition between suppliers.
Should I approach all suppliers at the same time for renegotiation?
No, first focus on your largest supplier where your Stars have the most volume. Once you succeed there, you can use that as a benchmark with other suppliers.
What if my Star dish is seasonal?
Calculate the volume over the entire season and arrange a seasonal contract. Suppliers appreciate predictability, even if it's only 6-8 months per year.
Can I also negotiate on Plowhorses (popular but less profitable)?
Yes, but from a different angle. With Plowhorses you ask for lower purchase prices to make them more profitable, so they become Stars.
How often should I update my Star analysis for purchasing?
Check every 3 months whether your Stars are still Stars. Popularity and profitability can change due to seasons, trends or price changes.
What if a supplier can no longer deliver my Star ingredient?
Find an alternative quickly or adjust the recipe. A Star that suddenly becomes unavailable costs you revenue immediately. Always have a backup supplier for your most important ingredients.
📚 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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