Picture this: you're eyeing a sourcing trip to that coastal fish farm, imagining the savings on fresh seafood. But here's what most restaurant owners miss—those attractive supplier prices don't tell the whole story. Between purchase price and your final cost per dish lurk hidden expenses that can turn apparent savings into actual losses.
Why sourcing trips often disappoint
You spot the opportunities: fresh fish straight from the coast, meat from the farmer, wine from the producer. Those prices look tempting, don't they? But from analyzing actual purchasing data across different restaurant types, there's a consistent pattern—the gap between purchase price and final cost contains hidden expenses that devour profits.
⚠️ Watch out:
Most entrepreneurs calculate only the purchase price and forget travel costs, time, and risks. This makes a sourcing trip appear profitable while you're actually hemorrhaging money.
All costs of a sourcing trip
For an honest calculation, you'll need every cost:
- Direct travel costs: fuel, tolls, parking, possibly hotel
- Time costs: your own hours × your hourly rate
- Transport costs: refrigerated van rental, ice, insulation
- Risks: spoilage en route, quality falls short
- Extra handling: more time for processing, storage
💡 Example:
Sourcing trip to fish farm (200 km one way):
- Fuel: €60 (400 km)
- Time: 8 hours × €25/hour = €200
- Refrigerated van: €80/day
- Lunch on the road: €25
- Extra processing time: 2 hours × €25 = €50
Total extra costs: €415
Break-even calculation
Now calculate how much you must save to break even:
Formula:
Minimum savings = Total trip costs / Number of kg purchased
💡 Example calculation:
You buy 50 kg of fish, trip costs are €415:
- Break-even: €415 / 50 kg = €8.30 per kg
- Your supplier charges €22/kg
- Direct from farm: €15/kg
- Savings: €22 - €15 = €7/kg
Result: You lose €1.30 per kg (€7 savings - €8.30 costs)
Factor frequency into the calculation
The more often you go, the more you spread trip costs. But watch out: you'll also need more inventory and face higher spoilage risk.
- Weekly: Low trip costs per kg, but tons of time spent
- Monthly: Higher trip costs per kg, but less time lost
- Per season: Only worthwhile for true seasonal products
💡 Example frequency impact:
Same trip, but now every 2 weeks (26x per year):
- Trip costs per time: €415
- Annual trip costs: €10,790
- If you save €2/kg on 1,300 kg/year: €2,600
- Net loss: €8,190 per year
Compare alternative suppliers
Before driving yourself, check if there's a middleman supplier who'll do the legwork for you:
- Specialized wholesalers with identical products
- Suppliers serving multiple restaurants in your region
- Online platforms for direct purchasing with delivery
Often you'll pay €1-2 per kg more but save much more on time and travel costs.
⚠️ Watch out:
Don't forget quality risks. If 10% of your purchase spoils or falls short en route, add that to your costs.
Sourcing trips that actually pay off
Sourcing trips can be profitable with:
- Large volumes: At least 100-200 kg per trip
- High margins: Expensive products where you can save significantly
- Unique products: Not available through normal channels
- Multiple restaurants: Share costs with colleagues
- Combined trips: Multiple suppliers in one route
A food cost calculator like KitchenNmbrs helps track the actual cost price of your dishes, so you can see if sourcing trips truly impact your food cost.
How do you calculate the feasibility of a sourcing trip? (step by step)
Calculate all trip costs
Add up: fuel, tolls, parking, time (hours × your hourly rate), refrigerated van, hotel if needed. Don't forget to include your extra processing time.
Determine your purchase volume
How many kg can you realistically take and process? Pay attention to shelf life and your cooling capacity. Calculate with 80% of your maximum capacity for safety.
Calculate break-even savings
Divide total trip costs by number of kg. This is your minimum savings per kg to break even. Compare with the difference between your current supplier and the new source.
✨ Pro tip
Start with one trial trip buying exactly 25-50 kg to test your calculations. Track every expense and minute spent over 30 days to see if the math actually works before scaling up.
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
Should I count my own time in the costs?
Absolutely. Your time has value—calculate at least €20-30 per hour, depending on what you'd otherwise earn in your restaurant.
How often do I need to go to make it profitable?
That depends on your volumes and savings. Calculate for each frequency: weekly, biweekly, monthly. Monthly is often most realistic.
What if I go together with other restaurants?
Sharing trip costs can make it profitable. Make clear agreements upfront about costs, volumes, and quality standards to avoid conflicts.
How do I factor in the risk of spoilage?
Add 5-10% extra costs for spoilage and quality loss. With fresh products and long trips, this percentage can climb higher.
📚 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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