Digitizing your recipe library takes time, but saves you hundreds of hours of searching later. Most restaurant owners underestimate the actual time commitment and start too optimistically. You'll calculate exactly how much time you need, so you can make a realistic plan.
Why calculating time matters
Without a proper time estimate, you'll start with good intentions but stop halfway because it 'takes forever'. By calculating your time investment upfront, you can divide the work and set realistic deadlines.
⚠️ Note:
Many entrepreneurs think they can digitize 50 recipes in a weekend. Reality check: one solid recipe takes 15-30 minutes to fully document.
The components of time per recipe
A fully digitized recipe has multiple parts. Each part eats up time:
- List ingredients: 3-5 minutes
- Determine exact quantities: 5-8 minutes
- Write out preparation method: 5-10 minutes
- Calculate food cost: 3-5 minutes
- Check allergens: 2-3 minutes
- Take photo (optional): 5 minutes
💡 Example time investment per recipe:
Simple recipe (salad, pasta):
- Ingredients: 3 minutes
- Quantities: 5 minutes
- Preparation: 5 minutes
- Food cost: 3 minutes
- Allergens: 2 minutes
Total: 18 minutes
💡 Example time investment complex recipe:
Complex recipe (stew, sauce with multiple components):
- Ingredients: 5 minutes
- Quantities: 8 minutes
- Preparation: 10 minutes
- Food cost: 5 minutes
- Allergens: 3 minutes
Total: 31 minutes
Calculate your total time investment
Use this formula to calculate your total time:
Total time = (Number of simple recipes × 18 min) + (Number of complex recipes × 31 min)
Count recipe variations too. Pasta carbonara and pasta bolognese are two separate recipes, even though they seem similar.
💡 Example calculation restaurant:
Restaurant with 45 recipes:
- 30 simple recipes: 30 × 18 = 540 minutes
- 15 complex recipes: 15 × 31 = 465 minutes
- Total: 1,005 minutes = 16.8 hours
Spread over 4 weeks = 4.2 hours per week
Save time with a smart approach
You can cut down the time by working smartly—the kind of thing you only learn after closing your first month at a loss:
- Start with your bestsellers: Begin with your 10 top-selling dishes
- Group similar recipes: Do all pastas back-to-back
- Use a chef who knows the recipes: They know the quantities by heart
- Digitize during quiet moments: Monday afternoon or Tuesday morning
⚠️ Note:
Plan 20% extra time for unexpected things: missing recipes, debates about the right quantities, or technical issues.
The payback period
The time you invest pays back quickly. A digitized recipe library saves you:
- Search time: 5-10 minutes per day (no more flipping through notebooks)
- Discussions: Everyone uses the same quantities
- Food cost updates: Automatic adjustments when ingredient prices change
- Training new staff: Everything's clearly documented
At 7 minutes saved per day, you'll recoup your investment in 4-6 months.
How do you calculate the time investment? (step by step)
Count all your recipes
Make a list of all dishes on your menu, including variations and seasonal dishes. Don't forget: side dishes, sauces and dressings are also recipes that take time.
Divide into simple and complex
Simple: salads, pastas, grilled dishes (18 min per recipe). Complex: stews, sauces with multiple steps, dishes with many ingredients (31 min per recipe).
Calculate total time
Use the formula: (Simple recipes × 18 min) + (Complex recipes × 31 min) + 20% buffer. Divide this by the number of hours per week you can work on it.
✨ Pro tip
Budget 25 minutes per recipe for your first 10 dishes—this accounts for the learning curve with your chosen system. After digitizing those initial recipes, you'll speed up to the 18-31 minute range.
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
Can't I go faster by entering recipes roughly?
Rough recipes cost you more time later. Without exact quantities, you'll get inconsistent dishes and can't calculate food costs. Do it right the first time.
Do I really have to digitize all recipes?
Start with your 10-15 best-selling dishes. They represent 80% of your revenue. You can tackle the rest later when you have time.
What if I don't have time to do this myself?
Have your sous-chef or experienced kitchen assistant help. They often know the recipes just as well. Plan it as a 4-6 week project with fixed time blocks.
How often do I need to update my digital recipes?
Check your recipes every 3-6 months for changed ingredient prices. If you adjust a recipe in the kitchen, update it digitally right away to avoid confusion.
What if my chef has the recipes 'in his head'?
That's a risk for your business. If he leaves, all that knowledge disappears. Schedule sessions where he dictates the recipes while you enter them.
Should I include seasonal menu items in my initial digitization?
Focus on your year-round core menu first. Seasonal items can wait until your main recipes are done and you've built the habit.
📚 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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