Seasonal prices from suppliers can put serious pressure on your margins. Tomatoes cost 3× more in winter, but your menu price stays the same. Many restaurant owners accept these price fluctuations without negotiating, which makes their food cost unpredictable. In this article, you'll learn how to proactively negotiate with suppliers about seasonal prices while hitting your margin targets.
Why seasonal prices wreck your margins
The problem with seasonal prices is that they hit you out of nowhere. Your supplier calls: "Tomatoes are going from €2.50 to €7.50 per kilo." You have two options: accept it or find alternatives. But there's a third option: make agreements beforehand.
⚠️ Watch out:
Many business owners only react after the price has already gone up. By then, you have no negotiating power.
Calculate your maximum purchase price per season
For every ingredient, you need to know: what's the most I can pay without blowing my margin target? Do this calculation upfront, not during a negotiation.
💡 Example:
Your tomato-mozzarella salad currently costs €6.50 in ingredients:
- Tomatoes (200g): €0.50 (at €2.50/kg)
- Mozzarella (125g): €2.25
- Basil, oil, balsamic: €3.75
Selling price: €18.50 incl. VAT = €16.97 excl. VAT
Current food cost: 38.3% - too high!
You want to get to 30% food cost. Then the dish can cost a maximum of €5.09. If tomatoes get more expensive, you need to source other ingredients cheaper or adjust your recipe.
Negotiation strategies per season
1. Fixed price with a range
Agree on: "Tomatoes cost €2.50-€4.50 per kilo, depending on the season." Above €4.50, you'll switch to a different product or supplier.
2. Seasonal contracts
Make separate agreements for summer (cheap) and winter (expensive). Adjust your menu per season.
💡 Example negotiation:
"I buy 2,000 kg of tomatoes annually. Can we agree on:"
- May-October: €2.50/kg
- November-April: max €4.50/kg
- Above €4.50: I'll switch to cherry tomatoes
This gives you predictability and an exit strategy.
Alternative ingredients per season
Prepare for expensive periods by having alternatives ready. Not every ingredient needs to be the same all year round.
- Summer: Fresh tomatoes, zucchini, eggplant
- Winter: Roasted peppers, sun-dried tomatoes, mushrooms
- Spring: Asparagus, peas, radishes
- Fall: Pumpkin, Brussels sprouts, chicory
By letting your menu move with the seasons, you maintain your margins and offer variety.
Negotiating with multiple suppliers
Use competition as a negotiating weapon. But do it smartly:
⚠️ Watch out:
Don't play suppliers against each other with lies. That backfires and you lose trust. Be honest about your alternatives.
For example, say: "Supplier X offers the same for €3.80. Can you match that?" This works better than threatening or bluffing.
Set up monthly price reviews
Agree to review prices every month. This prevents sudden shocks and lets you adjust quickly.
💡 Practical agreement:
"Every first Friday of the month we review prices for the next 4 weeks. Price increases above 15% we discuss separately."
With an app like KitchenNmbrs, you immediately see the impact of price changes on your food cost per dish. That way you can quickly decide whether to accept the new price or look for alternatives.
How do you negotiate seasonal prices? (step by step)
Calculate your maximum purchase price per ingredient
For each main ingredient, determine: at what price does my food cost get too high? Calculate what you can pay at most to stay within your margin target.
Make seasonal agreements upfront
Don't negotiate during the expensive period, but at the start of the year. Agree on price ranges per season and determine your exit strategy.
Prepare alternatives
Make sure you have a cheaper alternative ready for each expensive ingredient. Test these alternatives in your recipes beforehand.
Set up monthly price reviews
Schedule a short conversation with your supplier every month about upcoming price changes. This prevents sudden surprises.
Monitor your food cost in real-time
Track weekly how price changes affect your margins. When deviations get too big, switch to alternatives.
✨ Pro tip
Keep a 'seasonal calendar' where you note which months make which ingredients expensive. That way you can adjust your menu in advance and don't have to react to sudden price spikes.
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 supplier won't negotiate about seasonal prices?
Then you find a second supplier for your main ingredients. Competition gives you negotiating power. Many suppliers become more flexible when they know you have alternatives.
How often should I adjust my menu for seasonal prices?
At least 2× per year: a summer and winter menu. Some restaurants do it 4× per year. It depends on how many seasonal products you use and how flexible your guests are.
Can I pass seasonal prices through to my menu price?
You can, but customers find changing prices annoying. Better to replace seasonal products with alternatives that keep your food cost stable.
What's a realistic price range for seasonal products?
For Dutch seasonal vegetables: 50-100% price difference between summer and winter is normal. For exotic products, the difference can be even larger.
How do I prevent my supplier from abusing seasonal prices?
Ask for transparency: have your supplier show you the wholesale prices. A margin of 20-30% for the supplier is fair, more than 50% is excessive.
Do I need to sign long-term contracts to avoid seasonal prices?
Only if you buy large volumes (500+ kg per month). For smaller quantities, suppliers usually won't commit to fixed prices.
📚 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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