How do you do a kitchen inventory count?How do you do a kitchen inventory count?

Why count at all?

Because the shelf and your memory disagree. You think you have two cases of limes. You have half a case. A count shows you the truth, and the truth drives your order, your prep, and your menu.

A kitchen inventory count feels like a chore when it takes hours. It does not have to. A good count takes a short, set time, and the secret is the routine, not the speed.

What makes a count quick?

Five small choices. Make them once and the count gets easier every week.

1. Walk the same path. Start at the same door and end at the same door. Your feet learn the way.
2. Use one sheet in shelf order. The items on the sheet should appear in the same order as on the shelves. No flipping back and forth.
3. Count in the unit you order. If you order cases, count cases. Write the loose ones as part of a case.
4. Two people. One counts out loud. One writes. It goes much faster, and mistakes get caught.
5. Count at the same time. Pick a quiet time. After the lunch rush works well, or before the delivery arrives.

Do not count while a delivery is being put away. Things move, and you will count twice or miss some.

How do you count a half-full box?

Pick a simple rule and keep it. Full, three quarters, half, a quarter, empty. Cooks can see those at a glance. Do not weigh each box unless the item is costly and you need to be exact.

For loose items, like onions or limes, count the bags or boxes first. Then estimate the open one. Write the number the same way every week, so you can compare week to week.

Do not chase a perfect count. A count that is close and on time beats one that is perfect and a week late.

What do you count every week, and what less often?

You do not need to count everything every time. Split the list.

• Every week: things that cost a lot, things that go bad, and things that would shut a dish down if they ran out.
• Every month: dry goods, paper, and things that move slowly.
• When something looks wrong: anything. If the shelf looks full but the order says low, count it.

Mark each item on the sheet with its group. The weekly sheet is short, and the monthly one adds the rest.

Who should do the count?

Someone who knows the kitchen. A new hire can count, but a person who knows a case from a half case counts faster and makes fewer mistakes.

Try to rotate the job, but keep one owner of the sheet. If the same person counts every week, they learn the shelves, and the count gets quicker. If the owner is away, a second person steps in with the same sheet.

Also, do not let the person who orders be the only one who counts. A second pair of eyes finds mistakes. It also makes the count feel like a team job, not a punishment.

What if the count is way off?

It will happen. Do not panic and do not blame. First count again, just that item. Many big gaps turn out to be a miscount or a missed shelf.

If it is still off, look for the cause. Was something wasted and not written down? Did a delivery come in short? Was it used for a staff meal or a special? Ask the cooks. Write down what you learn. Next week, you will know where to look.

What do you do with the numbers?

A count is only useful if you act on it. Three things to do right after.

1. Compare to par. Where are you under? Those items go on the order. Our guide to par levels shows how to set the target.
2. Look for surprises. An item that is way lower than you expected may have been wasted, used more than you thought, or missed on a delivery.
3. Write it down where the chef will see it. A count in a drawer helps no one.

How does Heard use the count?

You say what is low. When the chef says it, Heard marks it and puts it on the order. When a cook says it, Heard checks its own count first and asks the chef when the count looks fine. You can read more on the low stock page.

The order is a list for you to check. In the demo, nothing is sent to anyone. Try the demo, pick Chef Maya, and say “We have 2 cases of Roma tomatoes.” Then try “We’re low on limes.”