The verdict in three sentences
For a central kitchen producing 2,000 to 15,000 meals a day, software must connect four things spreadsheets keep apart: menus, recipe cards, allergens and supplier orders. Specialised software at 300 to 1,500 EUR a month covers most needs if your flows are standard, while a custom build at 40,000 to 100,000 EUR excl. VAT (2026 European market price) makes sense above 6,000 meals a day or with several satellite sites and demanding public contracts. The deciding metric remains food cost per meal: avoiding 5% overproduction on 6,000 daily meals is worth more than 100,000 EUR a year.
The obligations that shape the software
Institutional catering stacks regulatory requirements that the software must trace automatically, otherwise compliance rests on one dietitian's memory. In France, the EGalim law sets the sourcing target; in the UK, contract caterers face Natasha's Law, which requires full ingredient and allergen labelling on food prepacked for direct sale.
| Obligation | What the software must do | Risk without a tool |
|---|---|---|
| 14 regulated allergens (EU and UK rules) | propagate each ingredient's allergens to the recipe, menu and display | wrong information, allergic incident |
| EGalim law (France): 50% sustainable products including 20% organic | compute the share by purchase value per period and per site | approximate annual report, non-compliance |
| Portion sizes by age group | adjust quantities per diner: nursery, primary, adult | overproduction or short portions |
| Batch traceability | link supplier batch, production and satellite delivery | slow product recall |
| Food safety plan | log temperatures, rapid cooling, cold chain deliveries | incomplete file at inspection |
| Diner information (Natasha's Law for prepacked items in the UK) | publish menus and allergens online, print compliant labels | calls, complaints, fines |
Specialised or custom software: 2026 comparison
| Criterion | Spreadsheets + email | Specialised software | Custom build |
|---|---|---|---|
| Initial cost | 0 EUR | 3,000 to 15,000 EUR setup | 40,000 to 100,000 EUR |
| Recurring cost | dietitian and manager time | 300 to 1,500 EUR per month | 6,000 to 18,000 EUR per year maintenance |
| Suitable volume | under 1,000 meals a day | 1,000 to 8,000 meals a day | 6,000 to 15,000+ meals |
| Multi-site and satellites | difficult | depends on the offer | designed for your layout |
| Food cost per meal | manual | standard | to the cent, per site and per diner |
| Supplier and accounting links | no | limited connectors | dedicated interfaces |
| Timeline | immediate | 1 to 3 months | 4 to 6 months |
Custom is not a reflex: below 4,000 meals a day, well configured specialised software is almost always more cost-effective. Above that, or when public contracts require specific reporting, workarounds cost more than development.
Food cost, the metric that funds the project
The average food cost of a school meal is around 2 to 2.80 EUR in 2026 depending on the organic share. The software acts on three levers: headcount forecasting, portion adjustment and precise ordering.
| Lever | Typical gain (estimate) | On 6,000 meals a day, 180 days, 2.10 EUR food cost |
|---|---|---|
| Headcount forecast linked to registrations | 2 to 3% overproduction avoided | 45,000 to 68,000 EUR a year |
| Portions by age group | 1 to 2% | 23,000 to 45,000 EUR |
| Calculated supplier orders | 1% less stock waste | 23,000 EUR |
| Continuous sourcing target tracking | finer purchasing decisions | variable |
| Realistic total | 4 to 6% | 90,000 to 136,000 EUR a year |
Mini case study
Nathalie, director of an inter-municipal central kitchen near Lille (illustrative persona), produces 6,000 meals a day for 180 days at a food cost of 2.10 EUR, or 2,268,000 EUR of annual purchases. She supplies 24 satellite restaurants by cold chain.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
If the software cuts overproduction by 5%, savings reach 113,400 EUR a year. Specialised option: 10,000 EUR setup and 1,200 EUR a month, or 24,400 EUR in year one. Custom option: 75,000 EUR and 12,000 EUR annual maintenance, or 87,000 EUR in year one. Both pay back in under a year. Nathalie prefers custom because her EGalim reporting must be split by member municipality, which the standard offer did not provide.
FAQ
How long does it take to enter recipe cards?
Allow 20 to 40 minutes per recipe for a complete card with allergens. For 400 recipes, that is 4 to 8 weeks of a dietitian's work.
Can the software compute the sourcing share automatically?
Yes, if each supplier item carries its label (organic, Label Rouge, PDO, etc.). The calculation uses purchase value excluding VAT, per quarter and per site.
How do we inform families or customers about allergens?
Through a portal or app publishing menus with the 14 allergens, plus label printing for prepacked items. This module costs 5,000 to 12,000 EUR in a custom build.
Should we connect the satellites' attendance terminals?
It is recommended: a headcount known two days ahead cuts overproduction by 2 to 3%. The interface costs 3,000 to 8,000 EUR depending on the existing system.
Can we start small?
Yes, with a first phase covering recipes, allergens and menus in 3 months, then orders and sourcing reports in phase two. The first phase is about 40% of the total budget.
Let's scope your project. Tell us your daily meal count, satellite sites and reporting obligations: we scope the modules, an indicative budget and a two-phase 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.
