Inventory: The Quiet Killer or Secret Weapon?
A friend once called me in a panic. His kitchen was bleeding money and he couldn’t figure out why. “The food’s great. The staff is solid. Sales are strong. But the profits are disappearing.” So I asked him one question: “When was the last time you checked your walk-in?” That’s when it clicked. He hadn’t done a proper inventory in over three weeks. Some ingredients were spoiled. Some had been double-ordered. A few had mysteriously walked out the back door. And that beautiful Dhs 50,000 delivery he’d been proud of? It was sitting in that cooler like a pile of forgotten cash. The legendary restaurateur Michael Passalacqua once said it best: “Everything in your walk-in is a $20 bill. If you don’t count it, it’s going in the trash or out the door.”
Inventory is More Than Math. It’s Discipline.
You don’t need more data. You need more control. Inventory mismanagement quietly eats into profits, morale, and even guest satisfaction. And the worst part? Most operators don’t see it until it’s too late.
Here’s how to master inventory before it masters you.
Find Your “Just Right” Zone
Too little and you’ll run out. Too much and you’re hosting a spoilage festival. Aim to hold just enough to survive a missed delivery, no more. For most restaurants, that’s 3 to 6 days of food, max.
Think about what that overstock really is. Frozen cash, wasted space, and temptation for theft.
Make Inventory Easy or It Won’t Get Done
Let’s be honest. Most teams hate taking inventory. So make it frictionless:
⦁ Store items visibly and clearly.
⦁ Label with dates and use-first order.
⦁ Use bins, lights, and signage to prevent guesswork.
⦁ Take counts at the same time every week.
If it’s not easy, it won’t be accurate. And if it’s not accurate, it’s useless.
Separate Counting from Ordering
Never let the same person take inventory and place orders. That’s how shrinkage starts. Always have a second set of eyes reviewing the records. It’s not about mistrust, it’s about accountability.
Track What Really Matters
Most operators stop at COGS. But that’s only part of the picture. Start tracking:
⦁ Inventory Turnover (how fast you move product)
⦁ Days Sales in Inventory (DSI) (how long it sits)
⦁ Key item usage (especially proteins, wine, spirits)
If you’re turning inventory fewer than four times a month, something’s wrong. DSI should never exceed twice your delivery frequency.
Use Tech, But Don’t Let It Use You
Digital systems can help. But don’t expect them to do your job for you.
⦁ Use scanning apps and tablets if they fit your workflow.
⦁ But always verify counts manually.
⦁ Relying 100% on tech means you stop seeing the product, and that’s when trouble begins.
Remember: Inventory Is Culture
A sloppy inventory process tells your staff it doesn’t matter. A tight, consistent one sends a clear message: “We take this seriously. And so should you.”
Over time, that discipline shows up in:
⦁ Better food quality
⦁ Lower costs
⦁ Higher integrity
The Takeaway
Inventory is not a back-of-house chore. It’s not just about spoilage or theft or portioning. It’s about financial discipline and operational pride.
You can’t control what you don’t count. You can’t optimize what you don’t understand. And you definitely can’t scale what you don’t respect.
Inventory is where your money lives. Treat it that way.
“Amateurs guess. Professionals measure.” - Anonymous, but probably your future self.
