Quality control on deliveries costs time and money, but prevents much bigger problems. Many hospitality entrepreneurs check their deliveries superficially, which means bad products end up in the kitchen. In this article you'll learn exactly how to calculate what quality control costs and why it pays for itself.
What are the costs of quality control?
Quality control on deliveries has three cost components: staff time, space for inspection, and potential returns. Most entrepreneurs only see the time, but forget about the other costs.
💡 Example:
Restaurant with 3 deliveries per day, inspection by sous chef (€18/hour):
- Time per inspection: 15 minutes
- Total time per day: 45 minutes = €13.50
- Per month: €405
- Per year: €4,860
Total quality control costs: €4,860 per year
Calculate the time costs of inspection
The biggest cost item is your staff's time. Calculate using the actual hourly wage including employer contributions (roughly 130% of gross hourly wage).
Time cost formula:
Time costs = (Minutes per inspection ÷ 60) × Hourly wage × Number of deliveries × Working days
💡 Example calculation:
Café with daily vegetable and meat deliveries:
- 2 deliveries per day × 6 days = 12 per week
- 10 minutes per inspection
- Chef earns €15/hour gross = €19.50 actual costs
Weekly costs: (10 ÷ 60) × €19.50 × 12 = €39
Annual costs: €39 × 52 = €2,028
Costs of bad products
Without inspection, bad products end up in your kitchen. These costs are often higher than the inspection costs themselves. Think of products you have to throw away, dishes you have to remake, and unhappy guests.
- Spoiled products you have to throw away
- Time to get replacement product
- Dishes you have to prepare again
- Guest complaints about quality
⚠️ Note:
One batch of spoiled fish worth €200 costs you more than a month of quality control. Add to that the time to get new product and remake dishes.
Include return costs
Products that don't meet standards need to be sent back. This costs extra time and sometimes money too. Some suppliers charge fees for returns.
💡 Example return costs:
Pizzeria with weekly returns of €50 in products:
- Time to handle return: 30 minutes = €9.75
- Possible supplier return fees: €5
- Time to order new product: 15 minutes = €4.88
Total costs per return: €19.63
ROI of quality control
Quality control pays for itself through less waste and better products. Calculate how much you save by refusing bad products.
ROI formula:
ROI = (Savings from inspection - Inspection costs) ÷ Inspection costs × 100
- On average you prevent 2-5% waste through good inspection
- With €100,000 annual purchases = €2,000-€5,000 savings
- Inspection costs: usually €2,000-€4,000 per year
- Net savings: €0-€3,000 per year
Digital registration of inspections
Many kitchens register their delivery inspections on paper or not at all. Digital registration in an app like KitchenNmbrs makes it easier to spot patterns and hold suppliers accountable for quality.
⚠️ Note:
Don't just register what goes wrong, but also what goes right. That way you can prove a supplier has structural problems and negotiate better prices or service.
How do you calculate quality control costs? (step by step)
Measure the time per inspection
Time how long you spend inspecting one delivery. Count everything: unpacking, checking quality, measuring temperature, and possibly setting aside products. A thorough inspection typically takes 10-20 minutes.
Calculate the hourly costs of inspection
Multiply the gross hourly wage of the person inspecting by 1.3 for employer contributions. A chef earning €15/hour actually costs €19.50 per hour. Calculate: (minutes ÷ 60) × hourly wage × number of deliveries per day.
Add return and waste costs
Estimate how much you spend per month on bad products you have to throw away or return. Add the time for handling returns and ordering replacement product. These are often the real costs.
✨ Pro tip
Don't just check what goes wrong, but also register good deliveries. That way you can prove which suppliers consistently deliver good quality and make better agreements with them.
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 time should I spend inspecting deliveries?
A thorough inspection takes 10-20 minutes per delivery. Check temperature, expiration dates, damage, and quantities. This seems like a lot, but it prevents much bigger problems later.
What does quality control cost on average per year?
For an average restaurant this is between €2,000-€5,000 per year in staff costs. This depends on the number of deliveries, the size, and who does the inspection.
Does quality control pay for itself?
Yes, usually it does. You prevent 2-5% waste by refusing bad products. With €100,000 annual purchases you save €2,000-€5,000, which covers the inspection costs.
Do I need to inspect everything or can I do spot checks?
Always fully inspect fresh products (meat, fish, dairy). For dry goods you can do spot checks, but always check the packaging for damage.
What's the best way to register my delivery inspections?
Digital registration in an app like KitchenNmbrs is more convenient than paper. You can spot patterns, compare suppliers, and quickly look back at what went wrong when there are problems.
⚠️ EU Regulation 1169/2011 — Allergen Information — https://eur-lex.europa.eu/eli/reg/2011/1169/oj
The allergen information on this page is based on EU Regulation 1169/2011. Recipes and ingredients may vary by supplier. Always verify current allergen information with your supplier and communicate this correctly to your guests. KitchenNmbrs is not liable for allergic reactions.
In the UK, the FSA enforces allergen regulations under the Food Information Regulations 2014.
📚 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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