Free Calculator Downloads
The Profit Toolbox
Free calculators and worksheets to stop the bleed in food cost, labor, and card fees. Built for operators who want real numbers, not guesswork.
Free Calculator Downloads
Free calculators and worksheets to stop the bleed in food cost, labor, and card fees. Built for operators who want real numbers, not guesswork.
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Industry benchmarks say 28–35%, but your number depends on concept, ticket average, and labor mix. These calculators help you find your actual food cost, build recipe cards, and run yield tests to see where the money goes.
If you're running food cost off gut feel or last month's P&L, you're probably missing where the money actually leaks. The Prime Cost Calculator combines food and labor into the metric that actually predicts profit. Use the Recipe Cost Card to price every dish down to the ounce — then run the Yield Test Calculator to convert case prices into real edible-portion costs. When numbers don't match, the Actual vs Theoretical Food Cost tool shows you exactly where the gap is: waste, theft, or portion drift. Need hands-on help? Hire a food cost consultant to run the audit for you.
Track your two biggest expense categories: food + labor. Stay under 60% to survive, under 55% to thrive.
Build a detailed ingredient list for any dish. See exactly how much each plate costs to produce.
Turn "as purchased" (AP) case prices into "edible portion" (EP) costs. Essential for butchering, fabrication, and trim.
Compare what you actually spent vs. what recipes say you should've spent. Find the bleed: waste, theft, or portion drift.
High volume doesn't mean high profit. These calculators reveal your true break-even point, delivery margin after platform fees, and which menu items are Stars vs Dogs — so you can stop guessing and start earning.
Packed dining rooms mean nothing if your margins are underwater. The Break-even Calculator tells you exactly how many covers you need before you turn a profit — use it before signing a lease or raising prices. The Delivery Margin Calculator factors in platform fees, packaging, and driver tips so you can see if DoorDash is actually making you money. Run the Menu Engineering Matrix quarterly to sort every item into Stars, Plowhorses, Puzzles, or Dogs — then decide what to promote, reprice, or kill.
Figure out how many covers you need to pay the bills. Know your minimum volume before you turn a profit.
Factor in platform fees, driver tips, and packaging. See if third-party a delivery partner is actually profitable.
Plot every menu item into Stars, Plowhorses, Puzzles, or Dogs. Decide what to promote, reprice, or kill.
Guessing on orders leads to waste, stockouts, and cash tied up in the walk-in. These inventory tools help you set PAR levels from actual usage, track counts consistently, and build vendor orders that match real demand.
If your walk-in looks different every week and you're constantly 86'ing items or tossing expired product, your ordering system is broken. The Food Inventory Count Sheet standardizes monthly counts so your COGS numbers are actually accurate. Use the Liquor Inventory Count Sheet for bottle-level bar tracking with beginning, purchases, and ending counts. The Build-To (PAR) List turns four weeks of real usage into order quantities that make sense — so you stop guessing on truck day. The Ordering Guide puts vendor codes, pack sizes, and PAR levels in one place for faster, cleaner orders.
One-month food inventory sheet with beginning, purchases, and ending counts. Built for clean COGS by week or by period.
Bottle-level bar inventory with beginning, purchases, and ending counts. Built for weekly or monthly beverage COGS.
Turn four weeks of usage into solid PAR levels and order quantities per item, so you stop guessing on truck day.
Vendor-ready ordering guide layout with items, pack sizes, unit prices, build-to levels, and order quantities all in one place.
Credit card processors, delivery apps, and POS add-ons bury fees in fine print. This calculator reveals your true effective rate per transaction so you can renegotiate or switch before another month bleeds out.
Your processor quotes you 2.6% + 10¢, but your statement tells a different story. The Effective Rate Calculator pulls apart swipe fees, monthly charges, PCI compliance fees, and statement fees to show your real cost per dollar processed. Most restaurants are overpaying by 0.3–0.5% — on $50K/month in cards, that's $150–$250 walking out the door every month. Run this calculator before your next contract renewal.
See your real card processing cost per transaction. Includes swipe fees, monthly charges, and PCI compliance.
Most operators overschedule slow shifts and scramble on busy ones. This planner ties labor hours to projected sales so you hit your target percentage before the week even starts.
Labor is your biggest controllable cost — and most managers build schedules by feel instead of math. The Labor Planner lets you rough in weekly schedules against projected sales so you can see your labor percentage before the week starts. Use it to catch overstaffed Tuesday lunches and understaffed Friday nights before they hit your P&L. It's not a full scheduling system — it's a sanity check that takes 20 minutes and saves thousands.
Rough in weekly schedules and check labor %. Perfect for tinkering yourself before building a full system.
Real answers to what operators ask when running the numbers.
Industry benchmarks say 28–35%, but your target depends on concept and ticket average. Fast casual typically runs 28–32%. Full-service casual sits around 30–34%. Fine dining can hit 35–40% because higher labor costs offset it. The number that actually matters is prime cost (food + labor) — keep that under 60–65% of sales and you're in healthy territory. Use our Prime Cost Calculator to find your actual number.
You don't need fancy software. Pull your food purchases from invoices for the period. Add beginning inventory, subtract ending inventory — that's your Cost of Goods Sold. Divide COGS by food sales (not total sales). That's your food cost percentage. Do this weekly or monthly. Our Prime Cost Calculator walks you through the formula step-by-step with no POS export required.
Theoretical food cost is what you should have spent based on what you sold and your recipe costs. Actual food cost is what you really spent based on invoices and inventory. The gap between them — the variance — tells you where money is leaking: waste, theft, over-portioning, or unrecorded comps. A healthy variance is under 2%. Above 4% means something's wrong. Our AvT Variance Calculator helps you find the gap.
Weigh the product as purchased (AP weight). Trim, fabricate, or cook it the way you would for service. Weigh the usable portion (EP weight). Divide EP by AP — that's your yield percentage. Multiply your case price by the inverse of yield to get true portion cost. Example: A 10lb case at $50 with 70% yield means your real cost is $7.14/lb usable, not $5/lb. Run yield tests whenever you switch suppliers or notice portion drift. Our Yield Test Calculator does the math.
Labor cost varies wildly by concept. QSR runs 25–30%. Fast casual hits 28–32%. Full-service casual typically lands at 30–35%. Fine dining can push 35–40% because of higher skill requirements. The key metric is prime cost (food + labor combined) — that should stay under 60–65%. If your labor is high, your food cost needs to be lower to compensate. Use our Labor Planner to tie hours to projected sales before the week starts.
Weekly is ideal. Monthly is the minimum. If you only check prime cost on your P&L at month-end, you're finding out about problems 4–6 weeks too late. A weekly prime cost check takes 20 minutes once your systems are set up. Pull food purchases, estimate inventory movement, add labor from your schedule or payroll preview. You won't catch every dollar, but you'll catch trends before they bury you.
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