Bar Waste, Complimentary Drinks, and Staff Drinks Cost Tracker

Stop letting waste, comps, and staff drinks stay invisible. This is a Waste, Comps & Staff Drinks Cost Leakage Log (USD) built for daily bar operations: log each event in seconds, link it to real unit cost (manual or pack-costing), require manager approval, then review an automatic report and dashboard that highlight the biggest cost drivers and the actions still open.
 
What it fixes
Hidden leakage becomes measurable (by type, reason, item, staff member)
Fewer “small losses” that add up because every event has a cost
Cleaner accountability with an approval gate and staff ranking by period cost
Faster weekly reviews thanks to an auto-sorted Cost Leakage Report
Less “we think it’s overpour” guessing because the top drivers are visible immediately
Action follow-through with due dates, owners, close notes, and open-high-cost flags
 
Ideal for
Cocktail bars, hotel bars, restaurants, and multi-outlet venues that want a practical system to control cost leakage from:
Waste (breakage, spills, spoilage, wrong builds)
Comps (VIP, promo, service recovery)
Staff drinks (shift drinks, training/testing)
 
Packages and turnaround
 
Starter (instant download or within 1 day)
You receive the template with:
Setup + Item Master + worked example
Drop-down lists and built-in status checks
Dashboard + Cost Leakage Report ready out of the box
Best if the venue can self-input staff and items.
 
Standard (2 days)
Template setup for your venue plus validation:
Outlet names, staff list, default reporting dates, targets and alerts configured
Item Master structured to your categories and costing method (manual or pack)
UoM conversions checked (ml, oz, g, kg, ea, dash with editable dash size)
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)
Done-for-you build:
You send staff list, outlet names, and item list (pack sizes, pack prices, unit costs, yield loss if needed)
Template returned fully mapped, validated, and ready for live logging
Short action summary included: top drivers, high-cost events, and the first process fixes to implement this week
 
What’s inside
Setup sheet with targets and alerts (total leakage alert, leakage % of sales target, driver alert threshold)
Staff list with period cost and rank (accountability by person)
Item Master that supports:
Manual unit cost OR pack-costing that calculates true unit cost automatically
UoM conversions (including configurable dash size)
Optional yield loss %
Automatic “item cost status” flags (missing pack info, missing manual cost, inactive)
Daily Log (up to 500 events) including:
Waste / Comp / Staff Drink type
Reason, item, qty, UoM
Auto unit cost lookup plus optional override
Manager approval (only approved rows are reported)
Status flags (incomplete, unknown item, missing cost, check UoM, pending)
Action tracking: action taken, owner, due date, close date, close notes
“Open high-cost” logic for events above your threshold with no action logged
Cost Leakage Report (auto-summary for selected dates)
Total leakage, by type, by reason
Top items and top staff (with type filter)
Missing cost and pending approval counters
Dashboard
Period snapshot KPIs, alert checks, open actions and open cost
Top drivers (items and staff) with alert flags
8-week leakage trend (total plus split by type)
 
Delivery format
Excel (.xlsx) version delivered by default
Google Sheets-compatible delivery available on request (conversion included in Standard/Advanced)
 
How it works
Setup once: staff list, outlets, item costs (manual or pack)
Log daily: each event takes seconds
Approve at shift close: only approved entries feed the reports
Review weekly: the report shows the biggest drivers and where action is missing
Fix the top 1–3 causes first: retraining, station setup, recipe specs, ordering cadence, prep method
 
After checkout
Choose Excel or Google Sheets format
If Standard/Advanced: send your data for one consistent costing period (items, costs, pack sizes, units, outlets, staff list)
Delivery follows the turnaround above
 
Technical specs (optional)
Supports up to 500 logged events per file and a large Item Master list
Designed for manager approval workflows and weekly leakage reviews
Built-in validations and auto-status flags to keep data clean
Configurable targets, alerts, and driver threshold for your venue
 
Built by The Double Strainer.