The verdict in three sentences
For an event caterer serving 150 events a year, corporate seminars, cocktail receptions and weddings, whether in Miami or Dakar, custom order and production software costs, as a 2026 order of magnitude, between FCFA 6,000,000 and 14,000,000 (about USD 10,000 to 23,000), with a timeline of 3 to 4 months. It connects in one tool the quote per menu and per guest, production sheets, purchasing and invoicing. Its main value is knowing the real gross margin of each event, while most caterers only find out at month end, across all jobs combined.
The event cycle, from quote to invoice
A 400-guest wedding or a 120-person corporate seminar always follows the same cycle: client request, quote with menu choices, deposit, guest count adjustment 7 days before, kitchen production, logistics (tableware, servers, transport), then the final invoice. On WhatsApp and Excel, every guest-count change means recalculating everything by hand, and purchasing from markets and wholesalers is done on estimates.
| Module | What it does | Indicative share | 2026 range (FCFA) |
|---|---|---|---|
| Quote per menu and per guest | Dish catalogue, food cost, price per head, options | 25% | 1,500,000 to 3,500,000 |
| Orders and calendar | Deposits, D-7, confirmation, date clashes | 15% | 900,000 to 2,100,000 |
| Production sheets | Quantities per dish calculated from guest count | 20% | 1,200,000 to 2,800,000 |
| Purchasing and stock | Weekly consolidated shopping list, suppliers, prices | 15% | 900,000 to 2,100,000 |
| Logistics and staff | Servers, tableware, vehicles per event | 10% | 600,000 to 1,400,000 |
| Invoicing and margin | Final invoice, Wave, Orange Money or card payment, margin per event | 15% | 900,000 to 2,100,000 |
The low end fits a single-kitchen caterer with a catalogue of 80 to 120 dishes. The high end covers several kitchens, an online client area to approve menus and detailed equipment rental management.
Tracking gross margin per event
A caterer's gross margin varies widely from one job to the next. A well-sized corporate cocktail can deliver 55 to 60% margin, while a poorly priced wedding, with 15% unbilled extra guests and last-minute purchases, can drop below 30%. The software compares, for each event, the food cost planned in the quote with the cost actually purchased.
| Event type | Average price per guest (FCFA) | Target gross margin | Typical gap without tracking |
|---|---|---|---|
| Corporate cocktail, 100 people | 12,000 to 18,000 | 55 to 60% | 5 to 8 points |
| Full-day seminar | 20,000 to 30,000 | 45 to 50% | 4 to 6 points |
| Gala dinner, 250 people | 25,000 to 40,000 | 45 to 55% | 6 to 10 points |
| Wedding, 400 guests | 10,000 to 20,000 | 35 to 45% | 8 to 12 points |
| Company year-end buffet | 15,000 to 25,000 | 45 to 50% | 5 to 8 points |
These values are 2026 orders of magnitude observed in the Dakar market; per-guest prices in Miami are higher, but the margin gaps follow the same pattern. The software's goal is not to raise prices but to close the gap between planned and actual margin.
Project plan
| Phase | Duration | Deliverable |
|---|---|---|
| Scoping and dish catalogue | 2 to 3 weeks | Recipe cards, food costs, price grid |
| Quotes and orders | 3 to 4 weeks | PDF quotes, deposits, calendar |
| Production and purchasing | 4 to 5 weeks | Kitchen sheets, consolidated shopping list |
| Invoicing and margin | 2 to 3 weeks | Invoices, payments, margin dashboard |
| Pilot on 10 events | 2 to 3 weeks | Adjustments, team training |
The longest task is often entering recipe cards: each dish needs its ingredients and quantities for 10 guests. Plan 2 to 3 days of the chef's time per 100 dishes.
Mini case study
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Aminata runs a catering company handling 150 events a year at an average revenue of FCFA 3,500,000 per event (about USD 5,800), or FCFA 525,000,000 in total. She chooses software at FCFA 9,000,000 (about USD 15,000), delivered in 4 months. By recovering 3 points of gross margin through per-event tracking and automatic recalculation of purchases at D-7, she gains about FCFA 15,750,000 a year. The software pays for itself in under 7 months.
FAQ
Isn't restaurant POS software enough?
No, a POS handles tickets, not per-guest quotes or production sheets for 400 people. The quote and production modules alone represent about 45% of the budget.
Can clients pay the deposit online?
Yes, the invoicing module generates Wave and Orange Money payment links, plus card payment for international clients. The 30 to 50% deposit is linked automatically to the event.
What if the guest count changes the day before?
Production sheets and the shopping list recalculate in seconds. The difference is billed according to the rule set in the quote, for example beyond 5% extra guests.
How long until it is operational?
Allow 3 to 4 months, including a 2 to 3 week pilot on about ten real events before full switch-over.
Does it work on a phone in the kitchen?
Yes, production sheets display on tablet or smartphone and stay readable offline during service, useful at off-site venues.
Let's scope your project. Send us your menu catalogue and event volume: we will price software between FCFA 6,000,000 and 14,000,000 (about USD 10,000 to 23,000) with a 3 to 4 month plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
