Think of a price review calendar like regular health checkups for your restaurant's profitability. Most restaurants wait until they're bleeding money to adjust prices. A structured calendar keeps your margins healthy before problems surface.
Why a price review calendar matters
Supplier costs climb. Energy bills jump. Staff wages go up. But your menu prices? They often sit unchanged for months. The outcome: your food cost slowly creeps from 28% to 35% or higher.
💡 Example:
Restaurant De Eetkamer reviews prices quarterly:
- January: post-holiday reset check
- April: spring ingredient adjustments
- July: summer menu with seasonal items
- October: winter preparation review
Outcome: food cost holds steady at 30% year-round
Perfect timing for price reviews
Not every moment works for price changes. You don't want to shock customers, but you can't wait forever either.
- January: Fresh year, fresh prices make sense
- March/April: Spring renewal, often means new menu
- September: Post-vacation reset for guests
- With menu changes: Perfect cover for adjustments
⚠️ Watch out:
Skip December price hikes or holiday periods. Customers scrutinize spending more during these times.
Which dishes need attention first
Focus on your volume sellers. These dishes drive your overall margin performance.
- Top 5 bestsellers: Maximum volume impact
- Protein-heavy dishes: Most volatile pricing
- Seasonal offerings: Ingredient costs swing wildly
- Items over 35% food cost: Fix the bleeding first
💡 Example calculation:
Your steak runs 38% food cost at €32 menu price:
- Current ingredient costs: €11.16
- Target food cost: 30%
- New minimum price: €11.16 ÷ 0.30 = €37.20 excl. VAT
- Menu price: €37.20 × 1.09 = €40.55
Bump from €32 to €41: €9 extra margin per plate
Review frequency guidelines
How often you check depends on your operation and cost patterns. I've seen restaurants skip this entirely - a mistake that costs the average restaurant EUR 200-400 per month in lost margins.
- Quarterly: Fine dining, heavy protein use, rotating menus
- Bi-annually: Casual spots, stable menus, reliable suppliers
- Annual minimum: Even stable costs face inflation pressure
- Emergency basis: Major supplier increases (10%+ jumps)
Calendar setup and tracking tools
Block specific dates and build a system for monitoring ingredient costs:
- Calendar blocks: Non-negotiable price review sessions
- Cost tracking sheets: Monthly ingredient price logs
- Supplier coordination: Request updated price lists early
- Digital tools: Apps like KitchenNmbrs automate food cost math
💡 Template calendar:
Quarterly schedule for 2024:
- January 15: Q4 review + February pricing rollout
- April 15: Q1 analysis + summer menu pricing
- July 15: Q2 check + minor tweaks
- October 15: Q3 review + winter menu pricing
Guest communication strategies
Price bumps don't create drama if you handle them smartly:
- Silent updates: Simply replace old menus
- Quality messaging: "Fresh seasonal menu featuring premium ingredients"
- Incremental changes: €2-3 bumps, not €10 shocks
- Value options: Keep budget-friendly choices available
How do you set up a price review calendar? (step by step)
Determine your review frequency
Choose between quarterly, semi-annual, or annual depending on how often your ingredient prices change. Restaurants with lots of meat/fish need more frequent checks than pizza/pasta concepts.
Schedule fixed dates in your calendar
Set reviews 2 weeks before your new menu goes out. For example: check on January 15 for price changes from February 1. This gives you time to print new menus.
Create a review checklist
Note which dishes you check each time: your top 5 bestsellers, all meat/fish dishes, and items that last time had above 35% food cost. This keeps your review focused.
Gather current supplier prices
Request new price lists from your suppliers 1 week before your review date. Many price increases only become visible when you actively ask for updates.
Calculate new food cost percentages
Update all ingredient costs and calculate the new food cost per dish. Dishes above 35% food cost need price increases to remain profitable.
✨ Pro tip
Schedule your quarterly price reviews on the 15th of January, April, July, and October with 48-hour prep reminders. This keeps you ahead of cost creep instead of chasing losses after they've already hit your bottom line.
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 often should I review my menu prices?
At minimum once yearly, but restaurants heavy on meat and fish should check quarterly. Ingredient costs rise constantly, so regular reviews prevent your food cost from creeping up silently.
What if my food cost jumps from 30% to 38% suddenly?
Act immediately. Identify which ingredients spiked and either raise menu prices or swap expensive items. Delaying costs hundreds monthly in lost margins.
Will price increases drive customers away?
Small, regular bumps (€2-3) cause less sticker shock than big jumps (€8-10). Customers accept increases if quality remains consistent. Better to lose a few guests than lose money on every plate.
Should I raise all dish prices simultaneously?
No, target your biggest losers first - anything over 35% food cost. Leave profitable items alone. Focus on the 20% of dishes causing 80% of your margin problems.
How do I calculate new menu prices after ingredient cost increases?
Divide your updated ingredient costs by your target food cost percentage. Example: €12 ingredients ÷ 0.30 (30% food cost) = €40 excl. VAT = €43.60 menu price including tax.
Can I reduce prices if ingredient costs drop?
You can, but be strategic about it. Only cut prices for seasonal promotions or competitive positioning. Usually it's wiser to bank that extra margin for tougher periods ahead.
📚 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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