Physical counts are the foundation. Software helps organize and analyze the data, but someone has to actually count what’s on the shelves, in the walk-in, and in dry storage. There’s no shortcut around this.

For high-cost and high-volume items like proteins, alcohol, and dairy, count weekly. These have the biggest impact on your food cost percentage and are the most likely to spoil or disappear. Lower-volume items like spices, dry goods, and cleaning supplies can be counted monthly.

Use a count sheet organized by storage location rather than alphabetically. Your employee counting the walk-in should be able to move shelf to shelf in order without jumping around. This speeds up the process and reduces missed items. Count at the same time on the same day each week, ideally when the restaurant is closed or during the slowest period.

Spreadsheets work fine for smaller restaurants with simple menus. Once you have high ticket volumes or complex operations, dedicated inventory software like MarketMan, BlueCart, or Restaurant365 becomes worth the cost. These connect to your POS system to calculate theoretical usage against actual inventory.

That gap between theoretical and actual inventory is where the real value appears. If your POS shows you sold 50 steaks but your count indicates you used enough for 60, you have a problem. Could be waste, theft, portioning issues, or unrecorded comps. Without tracking both sides, you’ll never identify the source.

The inventory data needs to flow into your accounting system. Your cost of goods sold depends on accurate counts. Beginning inventory plus purchases minus ending inventory equals COGS. If inventory numbers are wrong, your profit margins are fiction and your financial statements are unreliable.

Assign counting to the same people each time. Different counters estimate differently and miss different things. Consistency in process matters as much as consistency in timing. A LA County bookkeeper for small business who understands food service can reconcile your inventory counts with purchases and sales data monthly to catch discrepancies you might miss on your own.

The restaurants that struggle with food costs usually aren’t counting regularly or connecting their counts to their financials. Getting both pieces right is where profitability becomes visible.