Over 70% of restaurant owners pay more than necessary for software subscriptions due to pricing model confusion. The choice between per-location and per-user billing can mean hundreds of euros in annual savings, particularly for establishments with larger teams. Understanding these models helps you pick the most cost-effective option for your operation.
Per location vs. per user: what's the difference?
A per-location subscription charges you one flat rate per restaurant, no matter how many staff members access the system. A per-user subscription bills you separately for each individual who gets login credentials.
💡 Example:
You run 1 restaurant with 6 staff members (owner, chef, 4 cooks):
- Per location: €50/month for unlimited users
- Per user: €15/month × 6 users = €90/month
Difference: €480 per year
When is per-location better value?
Per-location pricing works best if you've got a decent-sized team that needs system access:
- More than 3-4 users per location
- Your team changes regularly (seasonal work, part-time staff)
- Everyone needs to log data (HACCP temperatures, deliveries)
- Predictable monthly costs for your entire operation
⚠️ Watch out:
Some providers advertise 'unlimited users' but actually cap you at 5-10 accounts. Always read the terms carefully.
When is per-user better value?
Per-user subscriptions make financial sense for smaller operations:
- Only the owner uses the system
- Maximum 2-3 people need access
- You want strict control over permissions
- You're bootstrapping and want to start with just 1 user
💡 Example calculation:
Small bistro with owner + chef:
- Per user: €15 × 2 = €30/month
- Per location: €50/month
Per user saves €240/year
Hidden costs to watch out for
Both pricing models can surprise you with additional fees:
- Setup costs per location (one-time €50-200)
- Premium modules (HACCP, allergen management)
- Support fees (phone or priority support)
- Scaling costs when you add more users or locations
From tracking this across dozens of restaurants, I've seen setup fees alone add 20-30% to first-year costs. Always ask for the total cost breakdown upfront.
How tools like KitchenNmbrs approach pricing
Some platforms use per-location subscriptions starting around €24.99/month with unlimited users and all modules included. No setup fees or hidden costs.
This typically gives your entire team access to:
- Recipe costing and menu engineering
- HACCP temperature logging
- Allergen management
- Comprehensive ingredient database
💡 Real scenario:
Mid-size restaurant with 8 staff members:
- Per-location model: €24.99/month (all 8 included)
- Per-user competitor: €12 × 8 = €96/month
Annual savings: €852
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Start free trial →How do you choose the right subscription model?
Count your current and future users
Make a list of everyone who needs to use the system. Think about owner, chef, cooks, wait staff for HACCP. Also count part-time staff.
Calculate both options for 12 months
Work out what per-location costs versus per-user for a full year. Don't forget to include setup costs and extra modules.
Check the terms and limitations
Read the fine print. How many users are really 'unlimited'? Can you switch later? What does it cost to add users?
✨ Pro tip
Compare both models using your actual team size for 6 months, including seasonal staff fluctuations. Most per-location plans become cost-effective once you hit 4+ regular users per restaurant.
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Frequently asked questions
Can I switch from per-user to per-location later?
Most providers allow switches, but typically only at contract renewal. Some charge upgrade fees, so confirm this policy before signing up.
What happens if I temporarily need more users?
Per location handles this easily with no extra cost. Per-user plans usually bill immediately for additional accounts, making per-location more flexible for changing teams.
Do inactive users count in per-user subscriptions?
Yes, you're paying for accounts, not actual usage. Delete former staff accounts promptly to avoid unnecessary charges.
Are there limits to 'unlimited users' in per-location plans?
Sometimes providers cap 'unlimited' at 10-20 users before charging extra. Always verify the actual user limit in your contract terms.
Which model works better for multiple locations?
Per-location typically wins because you get unlimited users at each site. Per-user costs multiply quickly across multiple restaurant teams.
Can I mix pricing models across different locations?
Some enterprise software allows hybrid pricing, but most small-to-medium restaurant platforms require one consistent model across all locations. Check with your provider about flexibility options.
📚 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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