Inventory in the food service industry in 2025 - survey shows need for action

Inventory as a key factor for success

For many restaurateurs, stocktaking is a chore. However, it is actually crucial for the success of a business. Over 1,000 hospitality businesses - including restaurants, bars, cafés and hotels - took part in a recent survey by BarBrain GmbH. The results provide a clear insight into how stocktaking works today

The survey was conducted anonymously and without remuneration in order to obtain the most unbiased insights possible. The results make it clear: in most companies, stocktaking is still neglected - at the same time, digital approaches open up great opportunities. In this article, we present the key findings and show why consistent stocktaking saves money.

Inventory frequency: How often do you count?

Inventory frequency: The survey shows different intervals. 15 % of respondents carry out inventories daily, 21 % weekly, 33 % monthly, 8.4 % quarterly and 17.8 % annually. This distribution makes it clear that although around 69% take stock at least monthly, a good quarter of businesses only take stock once a quarter or less. However, missing or infrequent inventories turn the warehouse into a dangerous black box - with direct negative consequences for profit, cost control and processes, as experts emphasize Regular inventories are essential to avoid bottlenecks and detect losses in good time.

Inventory methods: pen, Excel or software?

Inventory methods: More than half of businesses (53%) still record stock in the traditional way with pen and paper, while a further 27% use Excel spreadsheets. Only just under 8% already use a cash register system or inventory management software for stocktaking. Around 12% stated other methods. The dominance of manual methods (over 80% do not use specialized tools) points to considerable efficiency potential that can be exploited with digital solutions. After all, paperwork and manual Excel lists are not only time-consuming, they are also prone to errors - there is often not enough time to carry out inventories more frequently. This is where digital stocktaking comes in, which we take a closer look at below.

Risks associated with infrequent stocktaking

Without regular stocktaking, there is a risk of surprises: Popular ingredients or drinks can suddenly run out because stock levels have been overestimated without checking. At the same time, invisible losses often remain undetected for a long time. On average, ~20% of turnover is lost every month in the food service industry due to shrinkage, theft and free drinks - much of this only becomes apparent at the end of the month when target and actual stock levels do not match. Up to 75% of these inventory losses are due to theft (direct or indirect). In other words: trust is good - control is better. Those who count rarely or not at all often notice too late where goods are missing or stored in excess. Excess stock ties up capital and often ends up as spoiled waste. The consequences range from lost sales and increased cost of goods to unnecessary food waste. In short: missing inventories damage the business - both financially and organizationally.

Advantages of regular stocktaking in the catering industry

A thorough inventory takes time and effort, but is well worth it. Here is an overview of the most important benefits of regular stocktaking:

• Reduce costs: Proper stocktaking can save up to 20% of the cost of goods sold. Losses due to over-ordering or spoilage are reduced as you have a better overview of actual requirements.
  
• Better overview: Regular stock checks provide a clear overview of all stocks at all times. It is possible to recognize at an early stage where goods are missing or where excess stock is accumulating before it ties up capital or spoils Bottlenecks in the product range (e.g. a sold-out wine at the weekend) are avoided because the actual stock level is known.
  
• Early warning system: Inventory serves as an early warning system for the business. Negative trends - such as rising costs of goods or shrinkage due to theft - are noticed more quickly so that countermeasures can be taken. Without inventory data, you are "operating in the dark" and often only notice problems when it is too late. Regular stocktaking creates transparency and security.
  
  

Digital inventory solutions: Simple & efficient stocktaking

In view of the challenges mentioned above, digital stocktaking is becoming increasingly important. Modern stocktaking apps promise to make things much easier: a solution specially developed for the catering and hotel industry, such as BarBrain, can drastically reduce stocktaking work. Instead of spending hours walking through the warehouse with a clipboard, inventory can now be carried out using a smartphone or tablet - all items from wine to cleaning products are conveniently recorded digitally. The result: up to 60% time savings when taking stock. At the same time, digital recording minimizes sources of error: Quantities and fill levels are precisely documented, no more subsequent typing or estimating required. The data is available immediately and shrinkage and deviations are immediately visible.

It is also easy to use. Several team members can count in parallel and complete the inventory together in record time Over 1,000 businesses are already successfully using such digital solutions - from small pubs to large restaurant chains They rely on reliable real-time inventory figures as a basis for decision-making; unexpected losses and surprises in the warehouse are now a thing of the past Integration into existing cash register systems or merchandise management systems is also often possible, eliminating the need for manual intermediate steps.

Conclusion: Inventory pays off

The survey makes it clear that many catering businesses still have some catching up to do when it comes to stocktaking - be it in terms of frequency or method. At the same time, the findings show the enormous potential of consistent stock control: regular stocktaking protects against losses and stock shortages and reveals potential savings. The digitalization of stocktaking in particular transforms the often unpopular count into an efficient process. Those who rely on modern tools protect themselves against losses and errors and save time and nerves. This turns stocktaking from a mandatory task into a valuable management tool - and ultimately benefits the restaurateur directly.

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