Your salmon arrives with twice the usual waste, but your supplier still charges €18 per kilo. Sound familiar? This scenario plays out in restaurant kitchens daily - quality drops while prices stay flat, squeezing your margins from both ends.
Recognize the signs of quality loss
Quality loss isn't always immediately visible. It often starts subtly:
- Vegetables that spoil faster than normal
- Meat with more fat or water than before
- Fish that smells less fresh upon delivery
- Inconsistent sizes (smaller portions for the same price)
- More waste during preparation
⚠️ Watch out:
Quality loss hits you twice: you pay the same but get less usable product, and your guests notice the difference.
Calculate the real impact on your costs
Poor quality often means more waste and higher actual costs per usable kilo:
💡 Example:
You buy salmon for €18/kg, but the quality has gotten worse:
- Before: 10% waste = €20/kg usable
- Now: 25% waste = €24/kg usable
Extra costs: €4/kg = 20% more expensive without a price increase
Track these numbers for 2-3 weeks. You'll need concrete data for your supplier conversation. This mistake costs the average restaurant EUR 200-400 per month - money that goes straight from your profit margin.
Your options at a glance
You've got four main paths forward if quality drops:
1. Have the conversation with your supplier
Start with concrete numbers, not vague complaints. Don't say "the quality's worse" - instead try:
- "Waste percentage jumped from X% to Y%"
- "Shelf life dropped from X to Y days"
- "Guest complaints increased by Z this month"
Ask for a discount that covers the extra waste, or demand they return to previous quality standards.
2. Find an alternative supplier
Compare total cost per usable kilo, not just sticker price:
💡 Comparison example:
Supplier A: €18/kg with 25% waste = €24/kg usable
Supplier B: €20/kg with 10% waste = €22.22/kg usable
Supplier B saves you €1.78/kg despite higher purchase price
3. Adjust your menu price
If you're sticking with this supplier, bump your selling price to cover the higher real costs. Recalculate your food cost percentage including the increased waste.
4. Adjust or replace the dish
Consider these alternatives:
- Switch to a different product with consistent quality
- Replace the dish entirely
- Modify prep methods to minimize waste
Prevention for the future
Stop this problem before it starts:
- Track waste by supplier every week
- Maintain backup suppliers for critical ingredients
- Write clear quality standards into contracts
- Scout the market for new options regularly
💡 Practical tip:
Create a supplier scorecard: price, quality, reliability and service. Update monthly to catch trends early.
Prepare the conversation
Before approaching your supplier:
- Gather hard data on waste and shelf life
- Document specific guest complaints
- Calculate exact monthly losses
- Line up an alternative (strengthens your position)
Stay professional, not emotional. Remember - they want to keep your business too.
How do you tackle quality problems? (step by step)
Measure and document the problem
Track for 2-3 weeks how much waste you have per supplier and product. Also note guest complaints and feedback from your chef. This gives you hard numbers for the conversation.
Calculate the real extra costs
Work out how much the poor quality costs you extra per month. Divide the purchase price by the usable percentage to know your actual cost per kilo.
Find an alternative supplier
Before you have the conversation, make sure you have an alternative. This gives you negotiating power and an exit if the conversation doesn't work out.
Have the conversation professionally
Present your numbers and ask for a solution: better quality, lower price, or compensation for the extra waste. Give your supplier a chance to fix it.
Make a decision within a week
If your supplier won't cooperate, switch to your alternative. Don't drag this out for months – every day costs you money and customer satisfaction.
✨ Pro tip
Document quality issues within 48 hours of delivery with photos and waste percentages. This creates an undeniable paper trail that strengthens your negotiating position significantly.
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
How long should I give my supplier to fix it?
Give them 2-3 weeks maximum after your conversation. Quality issues cost you money and customer satisfaction daily - don't let this drag on for months.
Can I claim compensation for the period when quality was poor?
Depends on your contract and relationship history. You can certainly ask, but focus mainly on moving forward. Good suppliers often offer some goodwill gesture.
What if I can only find one supplier for this product?
Then you'll need to adjust your menu price to cover the higher waste, or replace the dish entirely. You can't keep bleeding money on a product with no alternatives.
Should I involve my chef in this conversation?
Absolutely - your chef sees the quality issues firsthand and can provide specific examples. Their professional input makes your case much stronger and more credible.
📚 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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