Developing new dishes starts with calculating purchase costs per supplier. Many restaurants choose the cheapest option too quickly, without looking at quality and delivery reliability. In this article, you'll learn step-by-step how to compare purchase costs and choose the best 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 are including or excluding 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 best 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.
⚠️ 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 is consistent across multiple deliveries
Create a comparison table
Put all information side by side clearly. In addition to 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 is 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
Build a good relationship with 2-3 regular suppliers. They'll often give you advance notice of price changes and can be more flexible with delivery times during busy periods.
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 always choose the cheapest supplier?
No, look at the bigger picture. A supplier that's €0.20 per serving cheaper but regularly delivers late or provides lower quality will ultimately cost you more through unhappy guests and stress.
How often should I compare prices for existing dishes?
Check your supplier prices at least quarterly. Prices for meat, fish, and fresh products can fluctuate significantly. A monthly check of your 5 best-selling dishes is even better.
Can I combine different suppliers for one dish?
Yes, but keep it practical. Too many different suppliers make purchasing complex and increase the risk of errors. Combine a maximum of 2-3 suppliers per dish.
How do I deal with seasonal price fluctuations?
Plan your menu around seasons and calculate different scenarios. Note the cheapest months for expensive ingredients and adjust your purchasing accordingly. Some products you can freeze.
What if a supplier suddenly raises their prices?
Recalculate your food cost immediately and compare with alternatives. Always have a second supplier as backup. With significant price increases, you need to adjust your menu price or replace the dish.
📚 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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