How to Calculate Restaurant Labor Cost Percentage [Free Calculator]

By: James McCormick

7 Minute Read

Jul 25, 2018

How to Calculate Restaurant Labor Cost Percentage

Labor cost percentage. It’s one of the most important restaurant metrics to keep track of every day.

That’s because, in many cases, labor is the highest restaurant cost every day – second maybe to rent.

So, what is labor cost percentage, and how can restaurant owners calculate it accurately?

Related Post: Download the Restaurant Metrics Excel Worksheet

Labor cost describes the amount your restaurant spends on labor, including paycheck amounts as well as taxes and employee benefits. The amount you spend on labor also affects your prime cost – total cost of goods sold plus total labor cost – which is how many restaurateurs examine their restaurant’s efficiency.

According to Chron, labor costs average 30-35% of total revenue for the foodservice industry.

Most seasoned restaurateurs know how to calculate labor cost percentage, and can probably show me extreme examples of Excel sheets with pivot tables. However, read on, as I’m going to share a few different ways to calculate labor cost percentage. If you have more ideas, share with our restaurant community in the comments of this post.

Download our restaurant metrics excel template or open your analytics tool of choice to follow along.

What is labor cost?

New restaurateurs may be surprised to learn that labor cost includes more than just hourly wages. Here are some considerations to take into your labor cost calculation:

  • Salaried employee wages
  • Hourly employee wages
  • Bonuses
  • Overtime
  • Payroll Taxes
  • Health care
  • Sick and vacation days

Basically, anything that can be categorized as “labor-related” goes into your labor cost percentage calculation.

Use this calculator to calculate your restaurant's labor cost.

Labor costs by hour worked

Our partner HotSchedules recommends calculating labor costs in a slightly different way. Here’s their reasoning:

“Let’s say you are a manager at a Mexican restaurant. At 3:30 p.m. on a Tuesday, one guest comes in and sits at the bar. They order two beers and settle on the free chips and salsa. As a manager tracking sales and labor together, you have to ask yourself: who actually worked for that single guest?

Chances are it was just the bartender. But – and this is the tricky part – you still had to pay a server and a hostess and a line cook, who really didn’t have anything to do with this transaction.

In this example, your labor as a percentage of sales would be through the roof! Cutting labor would be the obvious solution, right? Actually, no. It’s not fair to cut the only cook. What if the guest had ordered enchiladas?”

They recommend measuring labor cost percentage sales per labor hour. Using historical data gathered from your POS system analytics, you can make solid projections to guide your labor and your schedule. Here’s how to do it:

  1. Separate or split employees with the same salary into groups. These groups might include “back of house” and “front of house” or may be even more granular, such as “server,” “line cook,” etc.
  2. Add together the total number of hours worked in each pay group for hourly employees. Let’s say total hours worked for servers for the week was 400.
  3. Multiply the hourly rate by the total number of hours worked. Your hourly rate may be $7.25 if you’re following federal minimum wage for servers, but remember that many states have higher minimum wage laws as of early 2018. 400 times $7.25 equals 2900.
  4. Divide this by the number of weeks in a year (or months in a year if doing monthly budgeting). In this case, you’re dividing 2900 by 52 weeks in a year, which equals 56. Now you know, on an average week, you’re paying $56 per hour worked.
  5. Add together the wages in each pay grade to determine total labor costs by hour worked. You may pay $56 per hour worked for servers, but for line cooks and management, that number will be different. Add together all of them to determine total labor costs by hour worked.

Use this calculator to determine your labor costs based on hours worked.

How do I calculate labor cost percentage?

There are a few ways to calculate labor cost percentage. We’ll be diving into two labor cost percentage formulas in particular: labor as a percentage of sales and labor as a percentage of total operating costs.

Labor as a percentage of sales

Labor cost percentage based on sales is the most common formula. Here’s how it works:

  1. Determine your restaurant’s labor cost. This cost includes all the money that the business had to pay to its employees throughout the year.
  2. Determine your restaurant’s revenue. Revenue, in this case, is your bottom line: the amount of money that your business takes in before any taxes or other deductions have been made. You can find this number in your POS system dashboard.
  3. Divide your restaurant’s labor cost by its annual revenue. For example, if the restaurant paid $300,000 a year to its employees and brought in $1,000,000 a year in sales, divide $300,000 by $1,000,000 to get 0.3.
  4. Multiply by 100. This final number is your restaurant’s labor cost percentage. In this example, it is 30%.

Use this calculator to determine your labor cost percentage based on revenue.

Labor as a percentage of total operating costs

Labor cost percentage can also be calculated relative to total operating costs. In this case, the steps are only slightly different.

  1. Determine your restaurant’s annual labor cost. This cost includes all the money that the business had to pay to its employees throughout the year.
  2. Determine your total operating costs. Total operating costs are the total cost of doing business; not just sales, but including costs for marketing, rent, food, drink, and any other expense.
  3. Divide labor cost by total operating costs For example, if labor costs $9,000 per month and total operating cost is $15,000 per month, divide $9,000 by $15,000 to get 0.6.
  4. Multiply by 100. This final number is your restaurant’s labor cost percentage. In this example, it’s 60% of the total cost of doing business.

Use this calculator to determine your labor cost percentage based on total operating costs.

How can I lower labor costs?

The answer isn’t always to pay your employees less or to schedule less shifts. Here are just a few creative ways restaurants are lowering labor costs:

  • Pay an employee when she is supposed to start instead of when she clocks in. Clock-in reinforcement is a feature of many point of sale systems, including Toast.
  • Offer bonuses to reduce absenteeism.
  • Be wary of overtime rules. Many states require employers to pay time-and-a-half or even double-time to employees who work over 40 hours in a given workweek. Hire and schedule enough employees to avoid overtime costs.
  • Keep an up-to-date tally of how many hours your employees have actually worked vs. how many they were scheduled for. That way, you can spot potential overtime offenders before it becomes a problem.
  • Have all employees be jacks of all trades. For example, if your hostess can jump when a server goes home sick, she can keep diners happy without adding extra payroll.
  • Schedule willing employees for a split shift so you're amply staffed at the right times.
  • Plan your schedule ahead of time — monthly, if possible — with scheduling apps such as 7shifts, HotSchedules, and TSheets.

What are your tips for reducing labor costs?

What are your tips for reducing labor costs without cutting staff? How do you calculate labor cost percentage?

Share with the Toast community in the comments below.

Plus, get a demo of Toast, 7shifts, or HotSchedules and download our Restaurant Metrics Excel Worksheet to get started with basic restaurant numbers calculators.

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