Temporary supplier deals create a pricing puzzle that trips up even experienced operators. You score premium ingredients at rock-bottom prices, but what happens after the deal ends and customers still expect your special? Calculate wrong, and you'll face shrinking margins or disappointed guests.
Why temporary deals are tricky
A supplier offers you premium salmon for €18/kg instead of €28/kg. Perfect for a special! But what if the deal stops and guests keep expecting your special? Then you're stuck with a price that no longer works.
⚠️ Watch out:
Always calculate what happens if you have to go back to normal purchase prices. A special that suddenly becomes unprofitable damages your margin.
Calculate the actual cost price
For a special with a temporary deal, you calculate three scenarios: deal price, normal price, and exit strategy. This way you avoid surprises.
💡 Example - Salmon special:
Temporary deal: salmon €18/kg instead of €28/kg
- Salmon (200g): €3.60 (deal) vs. €5.60 (normal)
- Vegetables and garnish: €2.40
- Sauce and oil: €1.20
Cost price: €7.20 (deal) vs. €9.20 (normal)
Determine menu price with exit strategy
Don't set your menu price based on the deal cost price. Calculate with a middle ground, so your special can still be profitable after the deal ends.
- Conservative: Price based on normal cost price, extra profit during deal
- Average: Price between deal and normal cost price
- Aggressive: Price based on deal cost price, stop special after deal ends
💡 Example calculation:
At 30% desired food cost:
- Deal cost price €7.20: menu price €24.00 excl. VAT
- Normal cost price €9.20: menu price €30.67 excl. VAT
- Average approach: €27.50 excl. VAT (€30.00 incl. VAT)
During deal: 26% food cost (extra profit). After deal: 33% food cost (still acceptable).
Factor in inventory risk
After managing kitchen operations for nearly a decade, I've seen too many operators get burned by overbuying during deals. With temporary deals, you often buy more than usual. This increases your inventory risk. Include this in your cost price.
- Spoilage risk: 2-5% extra for products that might expire
- Freezer costs: If you freeze for later use
- Cash flow impact: More money tied up in inventory
Set your exit strategy
Decide in advance what you'll do if the deal stops. Three options: pass it on in a higher price, stop the special, or find an alternative ingredient.
💡 Example exit options:
- Raise price: From €30 to €33 (guests often accept a €3 increase)
- Stop special: "Seasonal special" suggests it's temporary
- Switch ingredient: From premium salmon to regular salmon
Digital tracking of deal specials
Keep track of how long your deal runs and what your normal cost price will be. With a system like KitchenNmbrs, you can compare different cost price scenarios side by side and set alerts for deal expiration dates.
How do you calculate the cost price of a deal special?
Calculate both cost prices
Make a cost price calculation for both the deal price and the normal purchase price. Add up all ingredients, including garnishes and sauces.
Determine your menu price strategy
Choose between conservative (price based on normal cost price), average (between both prices), or aggressive (price based on deal cost price). Calculate what your food cost will be in both scenarios.
Plan your exit strategy
Decide in advance what you'll do if the deal stops: raise the price, end the special, or replace the ingredient. Communicate the temporary nature to your guests.
Monitor and adjust
Keep track of when your deal expires and what your normal cost price will be. Set alerts so you can decide in time about the future of your special.
✨ Pro tip
Track your deal's break-even point weekly - after 3 weeks of sales data, you'll know if extending at regular pricing makes sense. Most successful specials hit 80% of projected volume by week two.
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
Do I need to adjust my menu price if my deal stops?
That depends on your strategy. If you've priced conservatively, you don't have to. With aggressive pricing, you need to choose: raise the price or stop the special.
How much extra inventory can I safely buy during a deal?
Buy a maximum of 2-3 weeks extra, unless you can freeze it. Factor in 2-5% spoilage risk for fresh products.
How do I communicate a temporary special to guests?
Use terms like "seasonal special" or "limited time". This way guests don't expect it to be permanent and will more easily accept it disappearing.
What if guests keep asking for a discontinued special?
Explain that it was seasonal and offer an alternative. Most guests will accept this if you're honest about the reason.
Can I have multiple deal specials at the same time?
Yes, but keep it manageable. A maximum of 2-3 specials at a time, otherwise your menu becomes too complex and you lose focus on your regular offerings.
Should I lock in deal pricing for multiple months if offered?
Only if you can accurately forecast demand and have proper storage. Three months is usually the sweet spot - long enough for profit, short enough to avoid major spoilage risks.
📚 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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