The verdict in three sentences
Above 1,000 meals a day, running contract catering on spreadsheets and messaging apps loses 5 to 10% of food cost to overproduction, waste and stock gaps. Custom management software linking recipe specs, supplier orders, stock and client invoicing costs 40,000 to 120,000 GBP in London in 2026, and 6 to 18 million FCFA (about 9,000 to 27,500 EUR) for the same scope built for Lomé. On a daily food spend in the thousands of pounds, it usually pays for itself within a year.
What the software must cover for a central kitchen
Restaurant software is designed for a single venue with a till, not for a central kitchen delivering staff canteens, schools and construction site camps. You need menus per site, headcounts that change daily, purchases from wholesalers and markets, and monthly invoicing per contract.
| Module | Key function | Expected gain (2026 estimate) |
|---|---|---|
| Recipe specs | Portion weights per dish and profile (adult, child, site worker) | Consistent portions, 3 to 5% of ingredients saved |
| Cost per meal | Automatic calculation from real purchase prices | Margin visible per contract |
| Headcount forecast | Site orders the day before, history | 20 to 40% less overproduction |
| Supplier orders | Purchase orders generated from menus, multi-supplier | Grouped buying, negotiated prices |
| Stock and counts | In, out, expiry dates, mobile stocktake | Waste and gaps traced |
| Client invoicing | Meals delivered per site, monthly invoices, reminders | Faster collection |
| Payments | Card, bank transfer, mobile money in Lomé (T-Money, Flooz) | Simpler reconciliation |
Price by size of operation
Cost depends on volume, number of sites served and integration depth (accounting, payments, site manager app).
| Profile | Daily volume | Scope | London 2026 (GBP) | Lomé 2026 (FCFA) |
|---|---|---|---|---|
| Event and corporate caterer | 1,000 to 2,500 meals | Recipe specs, food cost, quotes, invoicing | 40,000 to 60,000 | 6,000,000 to 8,500,000 |
| Regional contract caterer | 2,500 to 6,000 meals | + stock, supplier orders, multi-site | 60,000 to 85,000 | 8,500,000 to 12,000,000 |
| Large operator (schools, sites, mines) | 6,000 to 15,000 meals | + headcount forecast, site app, accounting | 85,000 to 120,000 | 12,000,000 to 18,000,000 |
| Cloud hosting | All profiles | Servers, backups | 150 to 500 per month | 40,000 to 120,000 per month |
| Maintenance and upgrades | All profiles | Fixes, new features | 10 to 15% of build per year | 10 to 15% of build per year |
| Staff training | All profiles | Kitchen, stores, finance | Included or 2,000 to 5,000 | Included or 300,000 to 800,000 |
The gap between the two markets comes from development costs. A London caterer can cut the bill substantially by working with a nearshore or offshore team, provided the project is tightly scoped.
Points of attention
Three realities shape the design. Connectivity: the site manager app must work offline and sync when signal returns, which matters on construction sites in the UK as much as in Togo. Purchases outside the system: buyers must be able to log an off-invoice purchase with a photo of the receipt and manager approval. Compliance: UK clients expect allergen information on every dish under Natasha's Law, while Togolese clients require invoices compliant with the tax authority and proof of delivered meals signed on a tablet.
Mini case study
Mr Agbeko runs a contract caterer in Lomé delivering 5,000 meals a day to port-zone companies and two construction camps. His average food cost is 900 FCFA per meal, or 4,500,000 FCFA a day and around 117 million FCFA a month over 26 service days. He invests 11 million FCFA in software with recipe specs, stock, headcount forecast and invoicing. A cautious 5% drop in food cost saves 5.85 million FCFA a month. The software pays for itself in under two months. A London caterer of the same size, with a food cost near 2.20 GBP per meal, would save around 14,000 GBP a month on a 75,000 GBP build: payback in about five to six months.
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FAQ
Isn't standard restaurant software enough?
For a central kitchen, rarely: it lacks menus per site, headcount forecasting and per-contract invoicing. Customising standard software often ends up costing 10,000 to 20,000 GBP without covering everything.
How long until we are operational?
From 8 weeks for a 1,000 to 2,500 meal caterer up to 20 weeks for a large multi-site operator. Entering recipe specs usually takes the kitchen 2 to 3 weeks.
Can it handle allergens and labelling?
Yes, allergens are attached to each ingredient and roll up to every dish and menu automatically. This module typically adds 3,000 to 6,000 GBP to the build.
Does it work without a connection on site?
The site manager app is offline-first and syncs as soon as the network returns. Signed delivery notes stay on the tablet for up to 7 days.
What return should we aim for?
With 5 to 10% lower food cost, a 2,500 meal operation typically saves 5,000 to 10,000 GBP a month in London. Payback is often reached within 6 to 12 months.
Let's scope your project. Recipe specs, stock, headcount forecasting and multi-site invoicing, from 40,000 to 120,000 GBP (or 6 to 18 million FCFA in West Africa) depending on volume, delivered in 8 to 20 weeks. 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.
