Restaurant owners routinely blow past their kitchen budgets by 40% or more, turning what should be a €50,000 project into a €70,000 nightmare. The culprit? Hidden installation costs and forgotten equipment that only surface after you've signed contracts. Here's how to calculate realistic kitchen costs before you commit.
What's included in a professional kitchen installation?
Your kitchen needs way more than basic cooking gear. Each category comes with its own price shock, and forgetting even one can derail your budget.
- Cooking equipment: Stove, oven, grill, fryer, salamander
- Cooling: Refrigerators, freezers, cooling work tables
- Preparation: Work tables, slicers, mixers, blenders
- Dishwashing: Dishwasher, sinks, shelving
- Ventilation: Exhaust hood, air handling
- Installation: Gas, water, electricity, drainage
💡 Example: Bistro with 40 seats
For a bistro with 40 seats, you could budget:
- Cooking equipment: €15,000
- Cooling: €8,000
- Preparation: €5,000
- Dishwashing: €4,000
- Ventilation: €8,000
- Installation: €10,000
Total: €50,000
Cost difference new vs. secondhand
Secondhand equipment can slash your costs by half, but it's not always the smart play. The math gets tricky once you factor in repair bills and downtime.
- New: Warranty, energy efficient, no repairs
- Secondhand: 40-60% cheaper, but higher risk of breakdowns
- Refurbished: Middle ground, 20-30% cheaper with limited warranty
⚠️ Heads up:
With secondhand equipment, budget an extra 10-20% for repairs in the first year. Set aside budget for this.
Installation costs (often forgotten!)
Equipment prices are just the appetizer. Installation costs are the main course, and they'll eat up more of your budget than you think.
- Gas connection: €2,000 - €5,000
- Electrical installation: €3,000 - €8,000
- Water and drainage: €2,000 - €4,000
- Ventilation and exhaust: €5,000 - €12,000
- Tiles and flooring: €3,000 - €6,000
💡 Example: Pizzeria
A pizzeria needs heavy electrical power for the pizza oven:
- Extra heavy cable from meter box: €1,500
- Electrical installation upgrade: €2,500
- Special ventilation for oven: €4,000
- Fireproof floor around oven: €1,200
Total extra installation: €9,200
Financing options
Nobody drops €50,000 in cash on kitchen gear. Your financing choice affects your monthly costs for years, so choose wisely.
- Bank loan: Interest 4-8%, repayment 5-10 years
- Lease: Monthly costs, including maintenance
- Rent-to-own: Combination of rental and purchase
- Supplier financing: Often favorable terms
⚠️ Heads up:
With lease you ultimately pay more, but your cash flow is preserved. Calculate what works for your situation.
Budgeting and unexpected costs
Here's what most kitchen managers discover too late: your initial quote is never your final bill. Always pad your budget by 20-30% for the surprises that will definitely come.
💡 Example: Unexpected costs
With a budget of €50,000, you can expect:
- Pipe adjustments: €2,000
- Extra electrical outlets: €1,500
- Permits and inspections: €1,000
- Transport and hoisting: €800
- Extra small equipment: €1,200
Total unexpected: €6,500 (13% of budget)
Include energy costs in your calculation
Your shiny new kitchen will guzzle energy like a thirsty customer guzzles wine. Factor in €200-500 monthly for electricity and gas, or your profit margins will take a hit.
- Induction: More efficient than gas, but higher investment costs
- Gas: Cheaper to operate, but CO2 levy is rising
- Cooling: Runs 24/7, pay attention to energy labels
- Ventilation: Major energy consumer, often underestimated
How do you calculate kitchen costs? (step by step)
Determine your menu type and capacity
Make a list of what you'll be serving and how many guests you expect. A pizzeria needs different equipment than a fine dining restaurant. Use €1,000-2,000 per seat as a rule of thumb.
Make an equipment list with prices
Look up prices online for all needed equipment. Get quotes from at least 3 suppliers. Don't forget small equipment: mixers, scales, knives cost money too.
Calculate installation costs
Add 40-60% to the equipment costs for installation, plumbing and modifications. Have the space inspected beforehand by an installer for a realistic quote.
Set aside 25% buffer for unexpected costs
Add up all costs and multiply by 1.25. With kitchen projects, something always goes differently than planned. This buffer prevents financial problems later.
✨ Pro tip
Get three detailed quotes from different suppliers within 30 days - equipment prices fluctuate monthly. Don't just compare totals; break down each line item to spot where you're overpaying.
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 much does a kitchen cost per seat?
Budget €1,000-2,000 per seat as your starting point. A 50-seat restaurant typically needs €50,000-100,000 for kitchen equipment. Fine dining concepts push toward the higher end, while casual spots can work with less.
Is secondhand equipment a good choice?
Secondhand saves 40-60% upfront but costs more in repairs and downtime. For critical gear like walk-in coolers, buy new - a breakdown during service kills your reputation. Prep equipment? Secondhand works fine.
What permits do I need for kitchen installation?
You'll need environmental permits, building permits, and certified inspections for gas and electrical work. Budget €2,000-5,000 for permits and inspection fees. Start this process early - permits take weeks, not days.
Can I install kitchen equipment myself?
Gas connections and electrical work require certified professionals by law. Ventilation systems need pros too for fire safety compliance. You can handle basic assembly, but the savings aren't worth the risk.
How do I finance a kitchen installation?
Bank loans offer 4-8% interest over 5-10 years. Leasing costs more long-term but preserves cash flow for operations. Supplier financing often beats bank rates. Always calculate total costs, not just monthly payments.
What kitchen costs do restaurants always forget?
Small wares like knives, pans, and utensils add €3,000-5,000. Permit fees, inspection costs, and equipment delivery charges surprise everyone. Don't forget staff training on new equipment either.
Should I buy energy-efficient equipment?
Yes, especially for 24/7 equipment like coolers and freezers. Energy-efficient gear costs 20-30% more upfront but saves €100-200 monthly on utilities. The payback period is typically 18-24 months.
📚 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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