Managing fresh product delivery costs is like playing chess blindfolded if you can't see the cooling expenses. Many restaurant owners focus only on the supplier's quoted price, missing the refrigerated transport fees that can add 15-40% to their actual costs. These hidden expenses turn profitable dishes into money losers overnight.
Why cooling costs during transport matter
Fresh products from distant suppliers carry invisible expenses beyond the sticker price. Refrigerated transport isn't free — and those costs need to land somewhere in your calculations.
? Example:
You order fresh fish from a supplier 150 km away. The fish costs €18/kg, but with refrigerated transport you end up with:
- Fish: €18/kg
- Extra refrigerated transport: €2.50/kg
- Actual cost price: €20.50/kg
Difference: 14% more expensive than expected
Components of refrigerated transport costs
The extra costs consist of different parts that you need to account for:
- Refrigerated truck rental/depreciation: More expensive than regular transport
- Extra fuel: Cooling unit consumes more diesel
- Insulation materials: Styrofoam, coolers, dry ice
- Time surcharge: Refrigerated transport is slower
- Risk markup: Higher chance of spoilage in transit
⚠️ Note:
Always ask your supplier to specify refrigerated transport costs separately. Many suppliers pass this through in their product price without making it clear.
Calculation per product
You calculate the costs as an amount per kilo or per unit. Do this by dividing the total transport costs by the weight or number of products.
? Example calculation:
Transport of 50 kg fresh vegetables over 200 km:
- Regular transport: €75
- Refrigerated truck: €125
- Extra costs: €50
- Per kg: €50 ÷ 50 kg = €1.00/kg extra
Each kilo of vegetables costs €1.00 more due to cooling
Impact on your food cost
These extra costs increase your food cost percentage. With more expensive products it's less noticeable, but with cheaper products it can have a significant impact. Most kitchen managers discover this too late — after they've already committed to menu prices that don't cover the real costs.
- Expensive products (€25/kg): €2 extra = 8% impact
- Mid-range prices (€12/kg): €2 extra = 17% impact
- Cheap products (€5/kg): €2 extra = 40% impact
? Practical example:
You make a salad with fresh vegetables costing €8/kg. With refrigerated transport you pay €10/kg. You sell the salad for €12.50 (€11.47 excl. VAT).
- Without cooling costs: €8 ÷ €11.47 = 70% food cost
- With cooling costs: €10 ÷ €11.47 = 87% food cost
You lose money on this dish because of the hidden cooling costs
Consider alternatives
Sometimes a local supplier ends up being cheaper overall, even if their product prices are higher. Always calculate the total costs before deciding.
- Local: €20/kg without extra transport costs
- Far away: €17/kg + €3/kg refrigerated transport = €20/kg
- Result: Same price, but local is more reliable
⚠️ Note:
Don't forget to factor in risk. Longer transports mean more chance of temperature fluctuations and spoilage. This can cost you extra if you have to throw away products.
How do you calculate refrigerated transport costs? (step by step)
Gather all transport costs
Ask your supplier for a breakdown of all costs: refrigerated truck, fuel surcharge, insulation materials and any risk markups. Some suppliers pass this through in their product price.
Calculate the extra costs per kilo
Subtract the regular transport costs from the refrigerated transport costs. Divide this difference by the total weight of your order to get the extra costs per kilo.
Add to your purchase price
Add the extra costs per kilo to your regular purchase price. This is your actual cost price that you need to use for your food cost calculation and menu pricing.
✨ Pro tip
Track your refrigerated transport costs weekly for 6 weeks to establish your true average cost per kilo. Most operators underestimate by 30% because they only calculate based on perfect delivery conditions.
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 do I know if refrigerated transport is worth the extra costs?
Can I pass refrigerated transport costs on to my guests?
What if my supplier doesn't specify cooling costs?
Are there seasonal differences in refrigerated transport costs?
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
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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