What happens to a restaurant where nobody discusses the financial numbers? Everyone stays busy with daily operations, but no one looks at the figures that determine whether you're making a profit. You'll lose control of your business completely.
Why this problem develops
Numbers naturally get pushed aside. Your chef focuses on mise-en-place, servers handle guests, and you juggle countless tasks. But without examining the numbers, nobody knows if you're making or losing money.
⚠️ Watch out:
Teams that ignore numbers unconsciously make costly decisions. An extra meat portion here, a pricier supplier there — costs pile up fast.
Option 1: Take control yourself (short term)
The fastest solution? Track key numbers yourself. It requires just 15 minutes daily, but you'll maintain control.
💡 Example:
Every morning check:
- Yesterday's revenue vs. last week
- Cover count
- Waste amounts (what got tossed)
- Stock levels for bestsellers
Time: 10-15 minutes daily
The downside? You're working solo. Your team won't learn to think about costs and profit.
Option 2: Make one person responsible
After managing kitchen operations for nearly a decade, I've seen this work well: designate one team member as your 'numbers person'. Give them 30 minutes daily to track what matters.
- Pick someone who shows genuine business interest
- Offer a small financial incentive (€50-100 monthly)
- Set clear expectations about reporting requirements
- Review findings weekly together
💡 Example:
Your sous chef earns an extra €75 monthly to:
- Monitor daily food costs for top 5 dishes
- Count inventory value weekly
- Document waste
- Review supplier invoices for price changes
Investment: €75/month for control over thousands in revenue
Option 3: Set up a system that takes no time
The smartest long-term solution: a system where numbers track automatically, requiring zero extra work from your team.
- Digital recipe book with automatic cost calculations
- Quick temperature and HACCP logging
- Dashboards you can review in 2 minutes
- Alerts for problems that need attention
An app gives you instant food cost per dish and lets you log essentials with simple taps. Your team avoids Excel sheets and complex calculations.
Option 4: Accept it and take the risk
You could leave things unchanged. That's a deliberate choice, but it carries serious consequences.
⚠️ Watch out:
Without number oversight, your food cost might creep from 30% to 40% unnoticed. At €300,000 annual revenue, that's €30,000 lost yearly.
Which option suits you?
Your approach depends on your specific situation:
- Limited team trust: Begin yourself (option 1)
- Reliable sous chef/manager: Delegate responsibility (option 2)
- Busy team, need control: Invest in systems (option 3)
- Tight margins, high stress: Don't accept risks (avoid option 4)
💡 Example:
Restaurant with 2 locations and hectic pace:
- Month 1: Owner handles daily checks (15 min/day)
- Month 2: Sous chef takes responsibility + €75 bonus
- Month 3: Digital system launches, team adapts
- Month 4: Everyone understands costs, makes smarter choices
Result: From chaos to control in 4 months
How do you tackle this step by step?
Analyze your current situation
Look honestly at your team and yourself. Who has interest in numbers? Who is reliable? How much time can you invest yourself? This analysis determines which option fits best.
Start small with the most important numbers
Don't start with everything at once. Focus on food cost of your 5 best-selling dishes, daily revenue and waste. Those are the numbers that have the most impact on your profit.
Make it part of the routine
Looking at numbers should become as normal as mise-en-place. Build it into your daily opening routine: numbers first, then the rest. That way it becomes part of the work, not an extra task.
Evaluate after a month
Check after 4 weeks if your chosen approach works. Are the numbers being tracked? Are you making better decisions? If not, adjust your approach. The goal is to gain control, not perfection.
✨ Pro tip
Block exactly 12 minutes every Tuesday morning for the next 6 weeks to audit your weekend food costs against revenue. You'll identify which team member naturally asks the right questions about waste and profitability.
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
What if my team refuses to track numbers?
Then you handle it yourself. Better you invest 15 minutes daily than nobody does it. You can always involve someone else later once they see the value.
How much should I pay for numbers responsibility?
€50-100 monthly is standard for 30 minutes of extra daily work. It seems expensive, but if it prevents €1000+ monthly losses, it pays for itself many times over.
Can't I just check the numbers occasionally?
Occasional checks beat nothing, but won't give you real control. Problems happen daily: wrong portions, expensive purchases, waste. Weekly checks mean damage is already done.
What are the first warning signs things are going wrong?
Revenue climbs but profit doesn't, waste increases beyond normal, portion size complaints, or invoices arriving higher than expected. These signal you're losing control.
How do I know if my chosen approach is working?
You'll notice smarter decisions: reduced waste, stable food costs, faster problem detection. Your monthly results should improve within 2-3 months too.
Which staff member makes the numbers person?
Look for someone who asks questions about costs, shows interest in the business side, and has attention to detail. Often your sous chef or an experienced server fits perfectly.
What happens if I choose the wrong option initially?
You can always switch approaches. Start simple with daily self-checks, then graduate to team involvement or systems as you learn what works for your operation.
📚 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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