"That's how I always make it" is the most expensive phrase in your kitchen. Like a ship sailing without a compass, every undocumented recipe drifts further from your intended course - and your profits. Each time a chef relies on memory alone, you're gambling with consistency and cash flow.
Why "that's how I always make it" drains your wallet
That one chef who knows everything by heart. Brilliant, until he goes on vacation. Or quits. Or just has an off day and "forgets" how much truffle oil normally goes on that pasta.
💡 Example:
Your chef makes risotto "like always". But this week he uses:
- 250 grams of rice (last week: 200 grams)
- Extra splash of white wine (€0.80 more per portion)
- A bit more parmesan (€1.20 more per portion)
At 40 portions per week: €80 extra costs. Per year: €4,160.
The issue isn't with your chef - he's doing his absolute best. The real problem? Nobody's defined what "normal" actually looks like.
What unfolds without documented recipes
Without recipes written down (or stored digitally), chaos creeps in:
- Portions swing wildly: One day 200 grams of meat, the next day 250 grams
- Ingredients vanish from memory: "Oh right, there should be herb oil on that too"
- Quality bounces around: Guest expects the same experience as last time
- New staff members play guessing games: "How much sauce did you put on that again?"
- Food costs don't match reality: You calculate with 200 grams, but 250 grams are actually being used
⚠️ Heads up:
If your food cost "suddenly" jumps without suppliers raising prices, it's often due to portion creep. Nobody does it intentionally, but it happens anyway.
The true price of flying blind
Memory-based recipes drain your profits in three distinct ways:
1. Over-portioning
Chef serves generously, because "the guest needs to be satisfied". Noble intention, expensive outcome.
💡 Example:
Steak recipe: 200 grams of meat, €8.00 cost per portion
Chef serves generously: 240 grams of meat, €9.60 cost per portion
Difference: €1.60 per steak. At 20 steaks per week = €1,664 per year.
2. Wild inconsistency
Guest returns for "that amazing pasta from last time". But it tastes different because varying amounts went into it. Most kitchen managers discover this pattern too late - after guest complaints start rolling in.
3. Knowledge evaporation
Chef leaves. New chef must figure everything out from scratch. Result: different taste, different portions, frustrated guests.
How to capture recipes without the headache
You don't need to write a cookbook. Start simple:
- Main ingredients with precise quantities: 200g beef, 150g pasta
- Costly ingredients that matter: 20ml truffle oil, 30g parmesan
- Preparation steps in bullet points: Sear for 3 minutes, season at the end
- Garnish details: 2 cherry tomatoes, sprig of parsley
Many kitchens use digital tools to document recipes electronically. Advantage: everyone can access it, it won't disappear, and food costs calculate themselves.
From memory to system in 7 days
Take your 5 top-selling dishes. Have your chef prepare them "like always", but weigh and measure everything. Write it down. That's your foundation.
💡 Practical approach:
Day 1: Document carbonara (weigh everything)
Day 2: Document steak
Day 3: Document salad
After 1 week: 80% of your revenue is standardized.
Test it: have another chef follow the recipe. Does it taste identical? If not, tweak the recipe until it's perfect.
Why digital beats paper every time
Paper recipes trump no recipes at all. But digital offers clear advantages:
- Food costs update automatically when ingredient prices shift
- Everyone has instant access via phone or tablet
- Searching happens in seconds: Type "carbonara" instead of flipping through paper stacks
- Updates reach the whole team immediately
- Backup protection: If paper gets lost, everything vanishes
Digital systems link your recipes directly to food cost calculations. Parmesan price jumps? You instantly see how that impacts your dish profitability.
How do you document recipes? (step by step)
Choose your top 5 dishes
Start with your 5 best-selling dishes. These make up 70-80% of your revenue. If these are standardized, you've solved the biggest part of your problem.
Weigh and measure everything during preparation
Have your chef make the dish "like always", but now weigh and measure everything. Note every ingredient with exact quantity, including oil, butter, spices and garnish.
Test the recipe with another team member
Have someone else follow the recipe. Does it taste the same? Does it look the same? If not, adjust the recipe until it's consistently reproducible.
Calculate the food cost per portion
Add up all ingredient costs. This is your actual food cost per portion. Compare it with what you thought it cost. Often there's a difference between feeling and reality.
Document it in a system
Write down the recipe (paper or digital) so everyone can access it. Digital systems like KitchenNmbrs automatically calculate your food cost when ingredient prices change.
✨ Pro tip
Document your top 3 dishes this Wednesday during prep time - weigh every ingredient down to the gram and time each cooking step. You'll discover portion variations you never knew existed.
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
My chef finds it annoying to weigh and measure everything, what now?
Explain that it's not about micromanagement, but about preserving his expertise. If he leaves, all his culinary knowledge walks out the door. Documentation means his recipes become part of your restaurant's legacy.
How many recipes do I need to document to see a difference?
Start with your 5 bestsellers. These typically represent 70-80% of your revenue. Once these are standardized, you'll quickly notice improvements in consistency and cost control.
What if my chef makes the recipe differently than documented?
Ask why he's changing it. Maybe he's discovered an improvement and the recipe needs updating. Or maybe he forgot the standard. It's about dialogue, not discipline.
Can't I just estimate quantities instead of weighing?
Estimating beats nothing, but weighing delivers precision. A "splash" of olive oil could be €0.20 or €0.80. At 100 portions weekly, that's a €3,120 annual difference.
How often do I need to update recipes if suppliers raise prices?
The ingredients and quantities remain constant, but food costs fluctuate. Digital systems handle this automatically. With paper, you're stuck recalculating manually every time prices change.
What if an ingredient isn't available, can I improvise?
Absolutely, but document the substitution. "If pancetta is unavailable: replace with bacon, same quantity." This keeps quality consistent even during supply emergencies.
Should I document every single dish or just focus on popular ones?
Start with your money-makers - the dishes that generate 80% of your profits. Once those are locked down, gradually expand to seasonal specials and appetizers.
⚠️ EU Regulation 1169/2011 — Allergen Information — https://eur-lex.europa.eu/eli/reg/2011/1169/oj
The allergen information on this page is based on EU Regulation 1169/2011. Recipes and ingredients may vary by supplier. Always verify current allergen information with your supplier and communicate this correctly to your guests. KitchenNmbrs is not liable for allergic reactions.
In the UK, the FSA enforces allergen regulations under the Food Information Regulations 2014.
📚 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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