Bar Waste, Complimentary Drinks & Staff Drinks Cost Tracker
What it is
A daily cost leakage log plus reporting dashboard for bars. Log Waste, Comps, and Staff Drinks in seconds, link each event to a real unit cost, approve it, then review leakage by week with a report, dashboard, and A4 print summary.
What it solves
Most venues lose margin through small losses that never get measured. If events are not costed and not approved, nobody sees the real drivers and the same problems repeat. This toolkit makes leakage visible by type, reason, item, outlet, and staff member, with actions and due dates to close issues.
Why buy it
• Assign a real cost to every event so losses stop being invisible
• Add an approval gate so only verified events feed reporting
• Rank leakage by staff, item, reason, and outlet to find the real drivers
• Run faster weekly reviews with an auto sorted leakage report
• Catch missing costs and bad inputs with status checks and alerts
Best for: bars that want tighter control over comps, wastage, and staff drinks with a simple weekly review rhythm.
Select a package
Packages and turnaround
Starter (Instant download)
You receive the template with:
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Setup + Item Master + worked example
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Drop-down lists and built-in status checks
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Dashboard + Cost Leakage Report ready out of the box
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Best if the venue can self-input staff and items.
Standard (2 days delivery)
Template setup for your venue plus validation:
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Outlet names, staff list, default reporting dates, targets and alerts configured
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Item Master structured to your categories and costing method (manual or pack)
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UoM conversions checked (ml, oz, g, kg, ea, dash with editable dash size)
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Quick QA pass to prevent the most common “missing cost / wrong UoM / inactive item” errors delivered as a clean ready-to-use file.
Advanced (4 days delivery)
Done-for-you build:
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You send staff list, outlet names, and item list (pack sizes, pack prices, unit costs, yield loss if needed)
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Template returned fully mapped, validated, and ready for live logging
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Short action summary included: top drivers, high-cost events, and the first process fixes to implement this week
What’s inside
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Setup sheet with targets and alerts (total leakage alert, leakage % of sales target, driver alert threshold)
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Staff list with period cost and rank (accountability by person)
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Item Master that supports:
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Manual unit cost OR pack-costing that calculates true unit cost automatically
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UoM conversions (including configurable dash size)
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Optional yield loss %
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Automatic “item cost status” flags (missing pack info, missing manual cost, inactive)
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Daily Log (up to 500 events) including:
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Waste / Comp / Staff Drink type
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Reason, item, qty, UoM
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Auto unit cost lookup plus optional override
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Manager approval (only approved rows are reported)
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Status flags (incomplete, unknown item, missing cost, check UoM, pending)
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Action tracking: action taken, owner, due date, close date, close notes
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“Open high-cost” logic for events above your threshold with no action logged
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Cost Leakage Report (auto-summary for selected dates)
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Total leakage, by type, by reason
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Top items and top staff (with type filter)
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Missing cost and pending approval counters
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Dashboard
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Period snapshot KPIs, alert checks, open actions and open cost
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Top drivers (items and staff) with alert flags
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8-week leakage trend (total plus split by type)
Bar Waste, Complimentary Drinks, and Staff Drinks Cost Tracker
Files delivered
This toolkit is delivered as a single ZIP download. Inside the ZIP you will find:
• Excel master workbook (.xlsx)
• Google Sheets import file (.xlsx)
• README import checklist (step by step)
• PDF User Guide (Quick Start + workflow notes)