Over 60% of restaurants fail to properly calculate ingredient costs before launching new menu items. Most rush to pick the cheapest supplier without weighing quality and delivery reliability. This systematic approach helps you compare purchase costs and select the right supplier for your new dish.
Gather all ingredients and quantities
Start with a complete ingredient list for your new dish. Note not only the main ingredients, but also spices, oil, butter, and garnish. Everything that goes on the plate counts toward your cost price.
? Example:
New shrimp pasta (per serving):
- Pasta: 120 grams
- Shrimp: 150 grams
- Garlic: 5 grams
- Olive oil: 15 ml
- Parsley: 3 grams
- Parmesan: 20 grams
Request quotes from at least 3 suppliers
Contact different suppliers for the same ingredients. Make sure you're comparing the same quality - organic shrimp aren't comparable to standard shrimp. Also ask about minimum order quantities and delivery frequency.
- Request prices per kilogram or liter (not per package)
- Check whether prices include or exclude VAT
- Inquire about discounts for larger orders
- Ask about shelf life of products
Calculate the cost price per serving per supplier
Work out what one serving of your new dish costs from each supplier. Use the exact quantities from your recipe and the stated prices per kilogram.
? Example calculation Supplier A:
- Pasta (120g): €2.40/kg = €0.29
- Shrimp (150g): €24.00/kg = €3.60
- Garlic (5g): €8.00/kg = €0.04
- Olive oil (15ml): €12.00/liter = €0.18
- Parsley (3g): €40.00/kg = €0.12
- Parmesan (20g): €18.00/kg = €0.36
Total cost price: €4.59 per serving
Don't compare on price alone
The cheapest supplier isn't always the smartest choice. Also look at reliability, quality, and service. A supplier who regularly delivers late or provides lower quality will ultimately cost you more than a more expensive but reliable partner.
One of the most common blind spots in kitchen management is ignoring delivery consistency during supplier selection. You'll discover this matters more than a few cents per ingredient.
⚠️ Watch out:
Always calculate based on price per kilogram or liter. Package sizes can be misleading. A 5 kg bag for €50 is cheaper than 10 bags of 500 grams for €6 each.
Test the quality before you decide
Request samples of the key ingredients, especially meat, fish, and fresh products. Make a test serving of your new dish using ingredients from different suppliers. Taste, texture, and presentation can vary significantly.
- Test on different days (fresh products can vary)
- Have your chef and other team members taste as well
- Pay attention to shelf life and storage of products
- Check whether quality stays consistent across multiple deliveries
Create a comparison table
Put all information side by side clearly. Besides the cost price per serving, note delivery times, minimum orders, payment terms, and quality ratings. This helps you make a well-informed decision.
? Comparison table example:
Shrimp pasta dish:
- Supplier A: €4.59 - Delivery 2x/week - Quality 8/10
- Supplier B: €4.23 - Delivery 1x/week - Quality 6/10
- Supplier C: €4.87 - Delivery 3x/week - Quality 9/10
Choice: Supplier A (best balance of price/quality/service)
Calculate your food cost percentage
Once you know the cost price per serving, you can determine what you need to charge at minimum to achieve a healthy margin. A typical food cost for restaurants runs between 28% and 35%.
Formula: Minimum selling price excl. VAT = Cost price / (Desired food cost % / 100)
? Example pricing:
Cost price: €4.59 - Desired food cost: 30%
Minimum price excl. VAT: €4.59 / 0.30 = €15.30
Menu price incl. 9% VAT: €15.30 × 1.09 = €16.68
How do you compare suppliers for a new dish?
Create a complete ingredient list
Note all ingredients with exact quantities per serving. Don't forget spices, oil, and garnish - everything that goes on the plate counts toward your cost price.
Request quotes from at least 3 suppliers
Contact different suppliers for the same ingredients and quality. Request prices per kilogram or liter, not per package, and check delivery terms.
Calculate cost price per serving per supplier
Work out what one serving costs from each supplier. Multiply the quantity per ingredient by the price per kilogram and add everything up.
Test quality with samples
Request samples of important ingredients and make test servings. Quality, taste, and shelf life can vary significantly between suppliers.
Create a comparison table
Put cost price, quality, delivery times, and service side by side clearly. The cheapest isn't always the best choice for your restaurant.
✨ Pro tip
Test your top 3 supplier options with actual prep during a slow Tuesday service. You'll spot quality differences and prep time variations that quotes never reveal.
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Frequently asked questions
Should I always choose the cheapest supplier?
How often should I compare prices for existing dishes?
Can I combine different suppliers for one dish?
How do I deal with seasonal price fluctuations?
What if a supplier suddenly raises their prices?
How do I handle minimum order quantities that seem too large?
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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