The verdict in three sentences
For a contract catering company serving 2,000 to 8,000 meals a day, whether in Singapore or Marseille, custom software costs EUR 30,000 to 75,000 (about SGD 44,000 to 110,000) in 2026. It links client orders, recipe cards, declaration of 14 major allergens and sustainable sourcing tracking, which no spreadsheet handles reliably beyond a few sites. The fastest gain comes from 15 to 25% less food waste, often enough to pay back the project in under 18 months.
2026 budget by meal volume
| Profile | Meals per day | Scope | Budget (excl. tax) | Timeline |
|---|---|---|---|---|
| Corporate caterer | 2,000 | Orders, recipe cards, allergens | EUR 30,000 to 38,000 | 3 to 4 months |
| Central kitchen | 3,500 | + production, delivery notes | EUR 38,000 to 48,000 | 4 to 5 months |
| Multi-site (schools, care homes) | 5,000 | + client portal and invoicing | EUR 48,000 to 60,000 | 5 to 6 months |
| Regional group | 8,000 | + sourcing, stock, digital HACCP | EUR 60,000 to 75,000 | 6 to 8 months |
| Driver app option | all | Routes, proof of delivery, temperatures | + EUR 6,000 to 12,000 | + 1 month |
| Annual maintenance | all | Hosting, regulatory updates | 15 to 20% of build | ongoing |
Migrating existing recipe cards is the hidden workstream: allow 2 to 3 weeks to clean up 400 to 800 recipes with portion weights and allergens.
Sourcing rules, allergens, HACCP: what the software must track
In France, the EGalim law requires public catering to buy at least 50% sustainable and quality products, including 20% organic. In Singapore, SFA food safety rules, halal requirements and corporate ESG reporting create similar data needs. Private clients increasingly ask for the same indicators.
| Obligation | What the software calculates | Frequency | Without software |
|---|---|---|---|
| Sustainable sourcing share | % by value of certified purchases | monthly and yearly | 3 to 5 days of compilation per year |
| Organic or certified share | % per site and per client | monthly | rough estimate |
| 14 allergens | Display per dish, menu, diner | daily | error risk on substitutions |
| Portion weights | Portions by age group | each menu | 10 to 20% overproduction |
| HACCP | Temperature logs, lot traceability | each receipt and delivery | incomplete paper logs |
| Protein diversity | Weekly vegetarian menus | weekly | manual checks |
Where the waste hides, and what you recover
Waste in contract catering is often 100 to 130 g per meal. The software acts on three levers: headcount forecasting, right-sized production from recipe cards, and tracking returns.
- Forecasting: actual headcounts over the last 8 weeks, school calendar, public holidays, weather.
- Production: quantities calculated per recipe card and per site, adjusted at D-1 from portal orders.
- Returns: leftovers weighed per dish, consistently ignored dishes flagged to the chef.
Mini case study
Nadia, managing director of a contract catering company, serves 4,500 meals a day over 220 days to schools, nurseries and two corporate sites. Her average food cost is EUR 2.20 per meal.
- Annual food purchases: 4,500 x 220 x EUR 2.20 = EUR 2,178,000.
- Estimated waste share: 12%, i.e. EUR 261,360.
- Target 20% waste reduction: EUR 52,270 per year saved.
- Admin time saved (orders, allergens, sourcing reports): half a full-time role, about EUR 20,000 per year.
- Investment: EUR 55,000 + EUR 9,000 annual maintenance.
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Net annual gain of about EUR 63,000: the project pays back in under 11 months, plus a sourcing report exportable in one click for public tenders.
FAQ
Isn't standard catering software enough?
Up to 1,500 meals a day on one or two sites, standard software at EUR 300 to 800 per month can work. Beyond that, special cases (diets, texture-modified meals, multiple clients) justify a custom build.
How does the corporate client portal work?
Each client orders and adjusts headcounts until a set cut-off at D-1, checks menus and allergens, and downloads invoices. Phone and email re-keying usually drops by 80%.
Does the software produce regulatory sourcing reports?
Yes, it calculates sustainable and organic shares by purchase value and generates the required export. The yearly report goes from several days to under an hour.
Can we connect suppliers and accounting?
Yes, purchase orders go out by email or EDI and invoices feed your accounting software. Budget EUR 3,000 to 7,000 per connector.
How long to roll out across all sites?
A pilot site in 3 weeks, then 1 to 2 sites per week. A 15-site network is usually live 2 months after development ends.
Let's scope your project. Tell us your meal volume, sites and client types: we will price a scope between EUR 30,000 and 75,000 with a 3 to 8 month rollout. 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.
