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Introduction
Hi there, and thanks for downloading The Restaurant Budget Variance Template from Toast!

Running a restaurant is exciting, rewarding, and fun – but at the end of the day, it’s a business
need to manage your budget wisely.

This budget variance template will help you lay out all of your operating costs to understand b
budget. Specifically, we will be looking at line items that can very easily change throughout t
For a sales-based Profit & Loss Statement, download our free tool in the resources section at t

We hope you can use this information to make smarter purchasing decisions to control your re
CLICK HERE TO GET STARTED
 How to Use This Template
This template is designed to help you determine how over budget or under budget you wer
when trying to calculate how much excess capital you have compared to your spending pred
"missing" money went.

We recommend staying consistent throughout and using either historic numbers compared t
should show long-term differentiation between your actual and targeted budgets.

If you are comparing your desired budget to what your budget will most likely look like, we ha
want/expect to spend.

If you are comparing your previously allotted budget with what your actual costs ended up at,

Again - we highly suggest keeping consistent with the time period! This template is reusable,

PART 1: Marketing & Promotional Material

This section covers your customer acquisition cost. Consider all marketing expenses and print colla
With online advertising on sites like Google, Yelp, and Facebook, it's not as easy to stick to a set cos
to see your spend to date in retrospect.
For planning, check out some of the sources to make more accurate predictions for your advertisin
restaurant. At that point, you can compare what you had originally planned to spend with what you

Amount Allotted
Enter the amount you plan to spend or had planned to spend at the beginning of the time period yo
Social Media Ads
Online Ads
Print Collateral/Menus
Other Ads (Newspaper, Magazine, TV, etc.)

Total Amount Allotted

Actual Cost
Enter the actual amount for marketing. These should be either the costs based on your research or y
Social Media Ads
Online Ads
Print Collateral/Menus
Other Ads (Newspaper, Magazine, TV, etc.)

Total Marketing Spend - Actual

Congrats! You're within yo

PART 2: Repairs & Equipment

Both major and minor equipment purchases add up quickly - especially when they need to be kept
Counters, hardware, cooking surfaces, bathroom fixings, storage setup, appliances, chairs, and tabl

For historic numbers, check your records, receipts, and corporate card statements. For planning - m
Restaurant Depot - both linked in the resources section to the right - for price checks. For repair ch
the best amount just in case.
Amount Allotted
Enter your amount allotted for repairs, replacements, and equipment purchases for a specific period

Actual Cost
Enter the amount spent/actually required for repairs, replacements, and equipment purchases.
New Major Equipment Purchased (Ovens, Tables, Freezers)
New Minor Equipment Purchased (Kitchen Supplies, Pans, Cooking Utensils)
Repairs

Total Equipment/Repair Cost

Congrats! You're within

PART 3: Technology and Subscription Services

Replacement terminals, POS support, and the fees from multiple software vendors add up quickly.

For historic numbers, check your reports, statements, and receipts from vendors. For planning, req
business.

Amount Allotted
Amount allotted for technology purchases, vendor fees, and support/services/repairs

Actual Cost
Amount spent on technology purchases, vendor fees, and support/services/repairs
 Congrats! You're within your budget. Yo

PART 4: Theft/Damages/Emergencies/Legal

75% of employees admit to stealing from their businesses, while robbery, damage, and unexpected
The amount of that should be up to you - but more is definitely better than less! Take into account
leave in a reserve fund just in case.

Amount Allotted
Enter the amount set aside to cover legal emergencies/lawsuits, theft, and property damage.

Actual Cost
Enter the actual funds required/spent on legal fees and damage repairs, and known funds lost to th

Congrats! You're with

PART 5: Services & Taxes

Did you allot the right amount for accounting, cleaning services, consultations, and inspections?
If you're in the planning stage, contact local advisors and online business portals to set reasonable

Amount Allotted
Enter the amount below for how much you expect or expected to spend for these services.
Accounting Service Fees
Professional Cleaning
Restaurant Consultant Work
Mandatory Inspections

Total Services Fee Allotment

Actual Cost
Enter the actual cost of the services below.
Accounting Service Fees
Professional Cleaning
Restaurant Consultant Work
Mandatory Inspections

Total Services Fee - Actual

PART 6: Wages/Hiring Costs & Losses

Rising minimum wage and growing your staff means you're spending more on labor! Additionally, l

Check out your local area's minimum wage laws - particularly regarding overtime and the tip credit
employees you have in your restaurant.

Expected Wage Expense

Enter the amount allotted for wages.

Actual Cost
Enter the actual wage expense for each section below.
Front of House Wages
Back of House Wages
Money spent/lost on hiring efforts to replace lost employees

Total Wage Cost

Part 7: How did you compare to your planned budget?

Total Budget (Expected)

Total Budget (Actual)
More Resources
Here at Toast, we've got plenty of resources to help keep your budget in tact. Download another one

P&L Statement | Calculate whether your restaurant is in the red or the black by comparing sales, foo

Metrics Calculator | Easily determine break even, COGS, employee turnover, and more with this ind

ROI Template | If you're in the market for new restaurant technology, make sure you get your mone

[Insert Dem
CLICK HERE TO DEMO
us time period and/or for the future. You can use this template
e used as a retrospective tool to help you find out where your

ls and then revisiting this document. Either way, this document

determine the difference between the actual cost and what you

ers yourself from your POS reports and your own records.

get planning and budget analysis with the stroke of a few keys.

up, but they are required to attain and retain customers.

a per-click rate. If you're using these sites, check your admin profile

es, local publications, and printers to get specific quotes for your
be.
 Resources
$ - Google Advertising
$ - Facebook Advertising
$ - Instagram Advertising
$ - Yelp Advertising

$ -

$ -
$ -
$ -
$ -

$ -

At Budget by $ - and #DIV/0!

nds to invest in new marketing initiatives or investigate other areas!

be allotted for and often have to be repaired and/or re-ordered.

te quotes. Reach out to vendors like WebstaurantStore or

specialist or repairperson for estimates. This will help you set aside
 $ - Resources
Webstaurant Store
Restaurant Depot

$ -
$ -
$ -

$ -

At Budget by $ - and #DIV/0!

save your excess funds for future equipment purchases and repairs!

ou.

OS provider to see how much restaurant tech will cost your

$ - Resources
Restaurant POS Quote
POS System ROI Guide

$ -
 At Budget by $ - and #DIV/0!

funds for a more modern POS to help increase business even more.

the worst case scenario becomes a reality.

fety of your data and information, and how much you're willing to

$ - Resources
Is your staff stealing?

$ -

At Budget by $ - and #DIV/0!

w when you'll need this money, so consider keeping it saved for now.
 Resources
$ - Accounting Guide
$ - Finding a Consultant
$ -
$ -

$ -

$ -
$ -
$ -
$ -

$ -

At Budget by $ - and #DIV/0!

ngrats! You're within your budget. The services have clearly paid off.
y.

an compile payroll and wage expenses based on the number of

$ - Resources
Employee Wages
Cost of Restaurant Staff

$ -
$ -
$ -

$ -

At Budget by $ - and #DIV/0!

Congrats! You're within your budget. You schedule master, you.

$ -

$ -

At Budget by $ - and #DIV/0!

 Congrats! You stayed within your budget. Well done!

demo for your new restaurant point of sale!

ts of your business operations.

ermine the ROI of a new POS system.

e]
ODAY →