The verdict in three sentences
A custom software for an events caterer covering quotes, planning, recipe cost sheets and logistics costs between EUR 30,000 and EUR 70,000 in 2026, built in 12 to 20 weeks. Generic tools (Excel, standard CRM) never link quotes, food cost and team planning: that is where custom makes the difference. The goal: halve quote time and control food cost on tight-margin events.
Modules and budget
The price depends on the number of building blocks. A quotes + planning core sits at the low end; recipe sheets chained to food cost and logistics raise the budget.
| Module | Content | 2026 order of magnitude |
|---|---|---|
| Quotes & service catalogue | Menus, options, margins | EUR 6,000 to 13,000 |
| Recipe cost sheets | Ingredients, raw cost, allergens | EUR 6,000 to 14,000 |
| Team planning | Extras, rotation, hours | EUR 5,000 to 11,000 |
| Purchasing & suppliers | Per-event orders | EUR 4,000 to 10,000 |
| Logistics & equipment | Tableware, transport, checklist | EUR 4,000 to 9,000 |
| Per-event margin reporting | Real post-event profitability | EUR 4,000 to 9,000 |
Generic tool vs custom: what really changes
A spreadsheet does not compute your margin in real time and does not prevent over-ordering. Custom links each quote to its recipe sheets and planning.
| Criterion | Generic tool (Excel, CRM) | Custom Kolonell |
|---|---|---|
| Quote time | 1 to 2 h per file | 15 to 30 min |
| Food cost per event | Manual, approximate | Automatic, precise |
| Planning linked to quote | No | Yes |
| Purchasing from recipes | No | Yes, anti over-ordering |
| Real post-event margin | Rarely computed | Dedicated dashboard |
| Error risk | High | Low |
Mini case study
Thomas, head of an events catering company in Nantes, generates EUR 1.4M revenue across about 220 events/year. Each quote takes 1h30 of a project manager, i.e. roughly 330 hours/year at EUR 35/h (EUR 11,500). Material over-ordering weighs about 4% of his food cost, i.e. EUR 22,000/year. Custom software at EUR 52,000 brings the quote down to 25 min (saving ~EUR 7,700/year) and halves over-ordering (+EUR 11,000/year). Combined with better margin steering, the tool pays back in about 2 seasons.
FAQ
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Does the software automatically compute the raw-material cost of a quote?
Yes. Each service is linked to its recipe sheets: food cost and margin display in real time as soon as you build the menu.
Can we manage the planning of extras and staff?
Yes. Team planning is tied to each event: staffing needs, hours, rotation and labour cost are computed and exportable.
How does the software prevent over-ordering?
Purchasing is computed from recipes and confirmed cover counts, consolidated per supplier: you order exactly what is needed, not a rough guess.
What is the setup time?
Budget 12 to 20 weeks depending on modules. A quotes + recipe sheets core can ship in 10 to 12 weeks for a first season.
Can we connect accounting or an invoicing tool?
Yes. Exports to your accounting software and invoice generation are part of the scope to avoid double entry.
Let's scope your project. Tell us your annual event volume, target food cost and current quoting tools, and we will price the solution. 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.
