You calculate in the kitchen every single day without thinking about it. How many portions from that pasta? What time does the fish need to go in? Yet most chefs believe they're terrible with numbers.
You're already calculating more than you think
Every shift in the kitchen involves numbers. You just don't recognize it as math. You plan portions, scale recipes, calculate timing. Those are mathematical operations.
💡 Example:
A typical Tuesday shift:
- 85 covers booked = how many kilos of potatoes?
- Steak needs 8 minutes = start time for 19:30 table?
- 4 more carbonara orders = enough pancetta and cream?
- Delivery at 10:00 = what goes straight to the walk-in?
That's all math. Practical, everyday math.
Why does food cost feel different?
The difference is presentation. In service you work with tangible units: portions, kilos, minutes. Food cost uses percentages and decimal euros.
But the logic's identical. You calculate 200 grams of steak per portion with 5 kilos total, you get 25 portions instantly.
Food cost version: steak costs €32 per kilo, you use 200 grams, that's €6.40 per portion. Same calculation type.
⚠️ Watch out:
The issue isn't your ability to calculate. The issue is nobody's shown you it's identical to what you already do.
From portions to euros
Every kitchen calculation converts directly to money. That instantly makes it food cost management.
💡 Example:
You think: "85 guests need 4.2 kilos of salmon"
- 4.2 kilos salmon at €24/kilo = €100.80 total
- €100.80 ÷ 85 portions = €1.19 per portion for salmon
- Add vegetables, sauce, garnish = €3.75 per plate total
- Menu price €18.50 incl. VAT = €16.97 excl. VAT
Food cost: €3.75 ÷ €16.97 = 22.1%
You already have a system
Look at your current workflow. You track inventory mentally. You know reorder points. You plan shifts. That's systematic thinking.
The only difference: you don't document it. And you don't convert to euros.
- Planning: You know tonight's requirements
- Control: You verify sufficient stock
- Adjustment: Short on ingredients? Menu changes happen
- Evaluation: Next day you assess leftovers
That's identical to food cost control. Just euros instead of kilos.
Why it still goes wrong
After managing kitchen operations for nearly a decade, I've seen it's not calculation failure. It's using incorrect base numbers.
💡 Example:
You buy whole salmon at €18/kilo. You assume: "Salmon costs €18/kilo"
- Whole salmon: 2.1 kilos for €37.80
- After filleting: 1.15 kilos usable fillet
- Real cost: €37.80 ÷ 1.15 kilos = €32.87/kilo
You calculate with €18, but you're actually paying €32.87. There's your missing profit.
The solution is simple
You don't need Excel mastery. You don't need complex formulas. Just convert your existing numbers to euros.
And document them. Same way you write prep lists.
⚠️ Watch out:
Start small. Pick your 3 top sellers. Calculate their real costs. That alone creates control.
Getting started practically
Choose one familiar dish. List every ingredient. Calculate total cost. Divide by selling price (excl. VAT). Finished.
Under 35%? You're profitable on that dish. Above 35%? Profit's leaking out.
That's all you need to start. Everything else develops naturally from there.
How do you calculate your first food cost? (step by step)
Choose your best-selling dish
Pick the dish you make most often. You know it best and that's where you have the most impact. Write down all the ingredients that go on the plate, including garnish and sauce.
Look up all your purchase prices
Check your latest invoices or call your supplier. Write down the price per kilo or per piece. Watch out for cutting loss - whole fish becomes more expensive per kilo of fillet.
Calculate the costs per portion
Add up all ingredient costs. Divide by your menu price excl. VAT (menu price / 1.09). If you're under 35%, you're making money. Above that? Then profit is leaking away.
✨ Pro tip
Track your top 4 dishes every 3 weeks. Suppliers raise prices quietly and regularly. What cost 29% last month could hit 32% today without you noticing.
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 really have to write down everything that goes in a dish?
Yes, small ingredients accumulate fast. That butter pat, splash of oil - monthly that's hundreds of euros. Start with main ingredients, add details gradually.
How do I know if my food cost is good?
Restaurants typically run 28-35% food cost. Above that range means you're losing money on dishes. Below it means you're doing well.
What if I don't have time to track everything?
Focus on your 3 best-selling dishes first. They represent 60-70% of your profit impact. Master those, tackle the rest later.
Can't I just estimate ingredient costs?
Estimates always fail. Supplier price increases, portion creep, higher waste than expected. Only measurement reveals what's actually happening.
Do I have to use Excel for food cost calculation?
Excel works but isn't required. Tools like KitchenNmbrs calculate automatically. You input ingredients, it handles the math and prevents errors.
How often should I recalculate my dish costs?
Monthly minimum for your core menu items. Supplier prices change constantly, and small increases compound quickly into major profit erosion.
📚 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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