Smarter Week

How to automate it

How to automate “cost recipes and menu items”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

60 min
typically, once a month
50%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Let inventory software suggest orders, prep and recipe costs

Back-office tools link sales to stock, suggest order quantities and prep amounts, and keep recipe costs updated when supplier prices change.

Typically saves about 45% of the time4 h to set up
  1. 1Check whether your POS or back office already includes inventory (Toast xtraCHEF, Restaurant365, MarketMan, Craftable; for retail, Lightspeed, Square or Shopify).
  2. 2Load your items, par levels and suppliers.
  3. 3Use the suggested order or prep list and adjust it, instead of starting from scratch.
  4. 4Connect supplier ordering so orders go out from the app.

Tools: Toast xtraCHEF · Restaurant365 · MarketMan · Craftable · Lightspeed, Square or Shopify inventory

Fix 2 of 2

AI

Have AI cost recipes and suggest menu prices

Paste recipes and current supplier prices; AI works out the cost per plate, food cost percentage and price options. Check the maths before you change the menu.

Typically saves about 45% of the time10 min to set up
  1. 1Collect recipes with quantities and current supplier prices (from invoices).
  2. 2Paste them into Copilot in Excel or an approved AI assistant.
  3. 3Use the prompt below.
  4. 4Spot-check two dishes by hand before using the results.
Prompt to copy
Cost each recipe below. Ingredient prices: [PASTE]. Recipes with quantities and yields: [PASTE]. For each dish give: cost per portion (show the maths), food cost % at the current price [PRICE], and the price needed for a [TARGET]% food cost. Flag the five dishes with the worst margin.

Tools: Copilot in Excel · ChatGPT, Claude, Gemini or Microsoft Copilot

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Restaurant / kitchen managerChef / kitchen lead

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Restaurant / kitchen managers