You run out of salmon at 8 PM on Saturday while throwing away ten pounds of chicken on Monday morning. I've implemented inventory management systems for restaurants across the Pacific Northwest, and most waste and shortage problems come from not tracking what you actually use versus what you think you use. Here's how to fix it.
Count inventory the same day and time every week without exception. Monday morning at 10 AM, before deliveries arrive. Consistency is everything because you're tracking patterns over time. Random counting on different days gives you garbage data that can't reveal usage patterns. Pick a time, stick to it religiously.
Track only your most expensive and fastest-moving items, not everything. Trying to count every single ingredient burns time and creates data you'll never use. Focus on proteins, produce that spoils quickly, and anything that costs more than $15 per unit. Salt and pepper don't need weekly tracking. Ribeye steaks do.
Use a simple spreadsheet or inventory app, not paper. Paper gets lost, can't be analyzed, and wastes time. A basic Google Sheet with items, quantities, and dates works perfectly. Better yet, use restaurant inventory software that tracks usage patterns and suggests orders automatically. Technology pays for itself in reduced waste.
Calculate par levels based on actual usage, not guesses. If you use forty pounds of chicken weekly and your supplier delivers twice a week, your par level is twenty-five pounds to account for safety stock. Order when you hit fifteen pounds. This prevents both stockouts and excess inventory sitting too long.
Implement FIFO (first in, first out) religiously for everything. New deliveries go in the back, older items move to the front. When your line cooks grab whatever's easiest, you end up using fresh product while old product spoils. Label everything with received dates and make FIFO non-negotiable in your kitchen.
Do spot checks mid-week on critical items prone to shortages. Don't wait until Monday's count to discover you're running low on something popular. Wednesday afternoon quick check on your top ten items prevents weekend disasters. Thirty seconds per item on Wednesday saves orders you can't fulfill on Saturday.
Track waste separately from inventory counts. Keep a waste log where staff record what gets thrown away, how much, and why. Spoiled produce, over-prepped items, cooking mistakes—categorize waste to identify patterns. If you're throwing away five pounds of lettuce weekly, you're ordering too much or not rotating properly.
Compare actual usage against theoretical usage from your POS. If you sold sixty salmon dishes but used seventy portions, you're experiencing theft, over-portioning, or waste. This discrepancy analysis reveals operational problems inventory counts alone won't show. The gap between what should be used and what actually was used costs you money.
Set reorder points that trigger automatic ordering. When chicken inventory hits fifteen pounds, the system alerts you or automatically places an order. This removes human decision-making and ensures consistency. You never run out because you forgot to order, and you never over-order because someone panicked.
Negotiate with suppliers for more frequent deliveries of perishable items. Daily or every-other-day produce delivery means you carry less inventory, experience less spoilage, and have fresher ingredients. The delivery fee is often cheaper than the waste you prevent. Bulk ordering perishables to save money usually costs more in waste.
Use pre-portioning to control costs and speed service. Portion proteins individually, store them labeled and dated, track exact quantities on hand. This prevents over-portioning during service, speeds up cooking, and makes inventory counts faster. The labor investment in portioning pays for itself in consistency and waste reduction.
Review supplier invoices against what you actually received. Billing errors happen more than restaurants realize. Someone writes "40 lbs chicken" but delivers thirty-five pounds. You pay for five pounds you never got. Verify deliveries match invoices before signing anything.
Managing comprehensive inventory tracking, waste monitoring, FIFO compliance, and reorder systems while cooking and serving customers is why most restaurants operate on guesswork and accept waste as normal. RestaurantDestinations.com directories bring customers to your restaurant, but controlling inventory and waste is what protects the margins that keep you profitable.
Quick Action Checklist
Weekly Count (Every Monday 10 AM):
- Count all proteins (chicken, beef, fish, pork)
- Count high-cost produce (avocados, berries, specialty items)
- Count expensive dry goods (imported olive oil, truffle products)
- Record quantities in spreadsheet or inventory app
- Compare to previous week (identify unusual variances)
Par Level Setup:
- Calculate weekly usage for each critical item
- Set par level at 1.5x weekly usage
- Set reorder point at 60% of par level
- Create automated alerts when hitting reorder point
- Adjust par levels quarterly based on season/menu changes
FIFO System:
- Label all deliveries with received date immediately
- Organize walk-in/freezer with oldest items in front
- Train staff to always take from front
- Check for expired/near-expired items daily
- Rotate stock during slow periods
Waste Tracking:
- Keep waste log visible in kitchen
- Record what's thrown away, quantity, and reason
- Categorize: spoilage, over-prep, cooking error, dropped
- Review waste log weekly (identify patterns)
- Adjust ordering or prep procedures based on waste data
Mid-Week Spot Checks (Wednesday):
- Quick count of top 10 highest-usage items
- Verify weekend specials have adequate inventory
- Check for any items approaching expiration
- Place emergency orders if needed (before Thursday delivery)
Delivery Verification:
- Check every box/package against invoice
- Weigh proteins to verify quantities
- Check quality and expiration dates
- Report shortages or quality issues immediately
- Don't sign invoice until verification complete
Usage Analysis:
- Compare POS sales data to actual inventory usage weekly
- Calculate theoretical usage (what should have been used)
- Identify discrepancies over 5%
- Investigate: theft, over-portioning, waste, or POS errors
Ordering Process:
- Place orders same day/time each week
- Order to par levels, not round numbers
- Schedule deliveries for slow periods (not during rush)
- Keep 2-3 backup supplier contacts
- Review and adjust standing orders monthly