The choice between full-time staff and freelancers determines your cost structure for years. Many entrepreneurs make this decision based on gut feeling, while the numbers tell a different story. In this article, you'll learn step-by-step how to calculate which choice is financially smartest for your situation.
The real costs of full-time vs. freelancers
A full-time chef costs you more than just the gross salary. Add up all the costs:
- Gross salary: €2,800 - €3,500 per month
- Employer contributions: +30% (pension, unemployment insurance, sick leave)
- Holiday pay: 8% extra
- Paid leave: sick leave, vacation, public holidays
- Training costs: courses, certifications
💡 Example: Full-time chef
Gross salary: €3,200/month
- Employer contributions: €960 (30%)
- Holiday pay: €256 (8%)
- Sick leave/vacation payouts: €200
- Training/work clothes: €100
Actual costs: €4,716/month
Freelancers seem more expensive per hour (€18-25), but you only pay for hours worked. No sick leave, vacation, or payouts.
Calculate your break-even point
The question is: how many hours do you structurally need? If you need fewer than 160 hours per month, freelancers are often cheaper.
💡 Break-even calculation:
Full-time costs: €4,716/month
Freelancer hourly rate: €22
Break-even: €4,716 ÷ €22 = 214 hours/month
At fewer than 214 hours/month, freelancers are cheaper
Factor in quality and consistency
Numbers aren't everything. A full-time chef knows your recipes, works faster, and ensures consistency. Freelancers need to be trained each time.
- Training time: 2-3 shifts before someone is productive
- Recipe knowledge: full-time staff know everything by heart
- Accountability: full-time staff feel more invested
- Availability: freelancers cancel more often
⚠️ Watch out:
Also factor in the time you spend searching, scheduling, and training freelancers. Those are hidden costs.
Scenarios by revenue growth
Revenue €30,000 - €50,000/month:
Work with freelancers. You don't yet have enough structural hours to make full-time viable. Focus on 2-3 reliable workers you use regularly.
Revenue €50,000 - €80,000/month:
Transition zone. Calculate exactly how many cooking hours you structurally need. Often a mix works best: 1 full-time base + freelancers for peak times.
Revenue €80,000+/month:
Full-time becomes interesting. You have enough structural work and can recoup the extra costs through higher efficiency and quality.
💡 Real-world example:
Restaurant with €60,000 revenue/month:
- Busy services: 6 days × 8 hours = 48 hours/week
- Prep work: 5 days × 4 hours = 20 hours/week
- Total structural: 68 hours/week = 272 hours/month
Conclusion: Full-time is viable (break-even was 214 hours)
The hybrid approach
Many successful restaurants choose a mix: 1 full-time sous chef/chef who handles the base + freelancers for busy times and coverage.
Advantages of hybrid model:
- Lower fixed costs than fully full-time
- More flexibility than only freelancers
- One person who takes responsibility
- Knowledge stays in the business
Practical implementation
If you decide to switch to full-time staff:
- Test first: Offer a reliable freelancer a permanent contract
- Document everything: Write down recipes, procedures, methods
- Plan overlap: Have new full-time employee work alongside freelancers first
- Monitor costs: Track whether efficiency gains offset higher costs
How do you calculate whether full-time staff is viable?
Add up all actual full-time staff costs
Gross salary + 30% employer contributions + 8% holiday pay + sick leave/vacation payouts + training costs. These are your total monthly costs.
Calculate your break-even point in hours
Divide your total monthly costs by the hourly rate of freelancers. This gives you the number of hours where both options cost the same.
Count your structural hours per month
How many cooking hours do you structurally need each week? Add up service, prep, and cleaning. Multiply by 4.3 for monthly total.
✨ Pro tip
Always start with freelancers and build a network of 3-4 reliable people. If one of them excels and you have enough structural hours, offer them a permanent contract. This way you test first without risk.
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
From what revenue level is full-time staff interesting?
From around €50,000-€60,000 revenue per month, full-time becomes interesting, provided you structurally have more than 200 hours per month of cooking work. It depends on your kitchen type and efficiency.
What if my full-time chef gets sick or takes vacation?
Then you keep paying but have no production. That's why many restaurants use a hybrid model: 1 full-time base + network of reliable freelancers for coverage and peak times.
Aren't freelancers unreliable?
It depends on how you organize it. Work with a fixed pool of 3-4 reliable workers you use regularly. Pay slightly above market rate to buy loyalty.
How do I prevent quality loss with freelancers?
Document all recipes precisely, train your fixed pool thoroughly, and always have the same people make the same dishes. Consistency comes from systems, not people.
Can I offer a freelancer a permanent contract later?
Yes, that's often the smartest route. You test whether the collaboration works without major commitments. If it clicks, offer security in exchange for loyalty and commitment.
⚠️ 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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