The verdict in three sentences
For a contract caterer with 12 sites and 6,000 meals a day in London, each point of food cost is worth hundreds of thousands of euros a year. Custom software at EUR 30,000-70,000 connects recipe costing, the 14 regulated allergens, supplier orders and sustainability reporting in a single tool. A realistic 2 to 4-point drop in food cost pays back the project in under a year.
Catering suite or custom build: 2026 costs
The figures below are 2026 orders of magnitude for 12 sites, a central production kitchen and around 40 users (chefs, unit managers, buyers, a dietitian), excluding VAT.
| Option | Upfront cost | Annual recurring | 3-year cost | Fit with your processes |
|---|---|---|---|---|
| Excel + paper recipe cards | EUR 0 | EUR 0 (errors, lost time) | High hidden cost | Low |
| Contract catering suite (SaaS) | EUR 5,000 to 12,000 | EUR 18,000 to 36,000 | EUR 59,000 to 120,000 | Medium |
| Custom, core scope | EUR 30,000 to 42,000 | EUR 4,000 to 6,000 | EUR 42,000 to 60,000 | Strong |
| Full custom (central kitchen, client portal) | EUR 50,000 to 70,000 | EUR 6,000 to 10,000 | EUR 68,000 to 100,000 | Complete |
| Hybrid: suite + custom connectors | EUR 15,000 to 25,000 | EUR 18,000 to 36,000 | EUR 69,000 to 133,000 | Good |
| Ongoing evolutive maintenance only | EUR 0 | EUR 400 to 900 per month | Per contract | Per contract |
A catering suite suits operators who accept its screens and data model. Once you run several client contracts (corporate, schools, care homes) with different portion sizes, selling prices and obligations, custom becomes more cost-effective over three years.
The features that move food cost
| Feature | Role | Indicative 2026 budget | Impact |
|---|---|---|---|
| Recipe cards and costing | Recipes, portion per cover, live supplier prices | EUR 6,000 to 12,000 | Exact cost per portion |
| Allergen management | 14 allergens calculated from ingredients, shown per menu | EUR 3,000 to 7,000 | Compliance with Natasha's Law and no manual entry |
| Menu planning and covers | Forecasts per site, adjusted to bookings | EUR 5,000 to 10,000 | 15 to 30% less waste |
| Supplier ordering | Needs calculated from menus, sent automatically | EUR 5,000 to 12,000 | Fewer emergency purchases |
| Sustainability reporting | Share of sustainable and organic produce per site and contract | EUR 3,000 to 6,000 | One-click client reports |
| Stock counts and variances | Theoretical vs actual stock per site | EUR 4,000 to 8,000 | Variances spotted weekly |
| Management dashboards | Food cost per site, per contract, per meal | EUR 3,000 to 7,000 | Weekly steering |
Public sector clients increasingly require evidence against food buying standards and sustainability targets. Automatic tracking saves days of manual compilation at each reporting period.
Typical plan
Allow 4 to 6 months. Scoping and recipe migration take the first month, often the most underestimated. Recipe cards and allergens arrive in month 2, menus and ordering in months 3 and 4, then sustainability reporting, stock counts and dashboards. Two pilot sites go live before rollout.
Mini case study
Emma, managing director of a contract caterer in London, serves 6,000 meals a day over 220 days, so 1,320,000 meals a year. Her average food cost is EUR 2.40 per meal on a selling price of EUR 7.50, so 32% of revenue. A 2.5-point drop brings food cost to EUR 2.21 per meal, so EUR 0.19 saved per meal and EUR 250,800 a year. With custom software at EUR 55,000 and EUR 8,000 of recurring costs, payback arrives in under 3 months of operation.
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FAQ
Does the software calculate allergens automatically?
Yes, the 14 regulated allergens are calculated from ingredient records and flow into every recipe and menu. Quality depends on supplier specifications, hence an initial clean-up of 1 to 2 weeks.
Can we track sustainability per client contract?
Yes, the share of sustainable and organic produce is calculated per site, contract and period. An annual report for a public client takes seconds instead of 2 to 3 days of compilation.
Does it connect to our suppliers?
Orders can go out by email, EDI or wholesaler portals depending on their formats. Each EDI connector usually costs EUR 3,000 to 6,000.
What gain on food waste?
Adjusting production to forecast covers cuts waste by 15 to 30% depending on the site. It contributes directly to the 2 to 4-point food cost reduction.
Who owns the software?
You own the code and data. Maintenance and hosting cost EUR 4,000 to 10,000 a year.
Let's scope your project. We define the scope with you (recipe costing, allergens, ordering, sustainability reporting, sites), an indicative budget between EUR 30,000 and 70,000 and a 4 to 6-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.
