The verdict in three sentences
For a contract caterer serving 9,000 meals a day across 60 sites, every cent of food cost saved per meal is worth more than 16,000 EUR a year. Custom contract catering software costs between 35,000 and 80,000 EUR excl. VAT in Nantes, ships in 5 months and covers recipe cards, the 14 regulated allergens, Egalim tracking and supplier orders. The payback comes first from reduced food waste, then from dietitian and buyer time freed up.
Functional scope and cost in 2026
Schools, care homes and corporate restaurants have different constraints: texture-modified diets in care homes, portion sizes by age group in schools, multiple choices in corporate dining. Generic software often forces workarounds in Excel. Custom software starts from the recipe card, which feeds everything else.
| Module | What it does | 2026 indicative budget (excl. VAT) |
|---|---|---|
| Recipe cards | Portions per diner, calculated food cost, texture variants | 8,000 to 16,000 EUR |
| Allergens (14 regulated) | Automatic calculation from ingredients, display per site | 4,000 to 9,000 EUR |
| Menu planning | 4 to 8-week cycles, GEMRCN nutritional balance | 5,000 to 11,000 EUR |
| Egalim tracking | Share of sustainable and organic products per site, annual export | 4,000 to 9,000 EUR |
| Supplier orders | Needs calculated from forecast headcounts, price lists | 7,000 to 17,000 EUR |
| Headcounts and weighing | Headcounts reported D-2, leftover weighing per site | 4,000 to 10,000 EUR |
| Reporting and integrations | Dashboards, accounting, diner portal | 3,000 to 8,000 EUR |
2026 order of magnitude: 35,000 EUR excl. VAT for a core of recipe cards, allergens, menus and Egalim, up to 80,000 EUR with automated ordering, connected weighing and an app for site managers. Hosting and maintenance run 15 to 20% of the initial budget per year.
Egalim and allergens: what the software secures
France's Egalim law requires at least 50% sustainable, quality products, including 20% organic, by purchase value. Without a tool, this rate is calculated once a year from invoices, too late to correct course. On allergens, a display error creates a direct health and legal risk, especially in care homes and nurseries.
| Indicator | Before (Excel and paper cards) | After software (12 months) |
|---|---|---|
| Food waste per meal | 115 g | 80 to 85 g |
| Food cost per meal | 2.05 EUR | 1.90 to 1.94 EUR |
| Egalim sustainable rate | Estimated once a year | Tracked monthly, 52% reached |
| Organic share by value | 14% | 20% |
| Time to update a menu with allergens | 3 h per cycle per site type | 25 min |
| Gap between order and real need | 12% | 4 to 5% |
| Reported allergen display errors | 6 per year | 0 to 1 |
5-month plan
Month 1: audit of existing recipe cards, often 800 to 1,500 recipes to standardise, and choice of the ingredient database. Months 2 and 3: recipe cards, allergens and menus on 5 pilot sites. Month 4: supplier orders and Egalim tracking. Month 5: rollout across 60 sites and training of site chefs. Recipe migration is heavy: plan a half-time dietitian for 6 weeks.
Mini case study
Claire, managing director of a contract caterer in Nantes, serves 9,000 meals a day, about 1.98 million meals a year over 220 days. She invests 62,000 EUR excl. VAT plus 11,000 EUR a year for maintenance.
- Food cost cut from 2.05 EUR to 1.92 EUR: 0.13 EUR x 1.98 million = 257,400 EUR a year.
- Menu update time: 0.5 FTE dietitian freed, about 22,000 EUR a year.
- Annual gain: about 279,000 EUR, minus 11,000 EUR maintenance, so 268,000 EUR net.
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Even dividing that gain by three for caution, the project pays back in under 9 months.
FAQ
How much does custom contract catering software cost in 2026?
Between 35,000 and 80,000 EUR excl. VAT depending on the number of sites and modules. Annual maintenance is 15 to 20% of that amount.
Does the software calculate the Egalim rate automatically?
Yes, every product is tagged (organic, label, local) and the rate is calculated by purchase value each month. The legal target remains 50% sustainable products including 20% organic.
How are the 14 allergens handled?
They are attached to ingredients, then propagated automatically to recipes and menus. Changing one ingredient updates every affected menu in seconds.
Can we connect scales to weigh leftovers?
Yes, a connected scale costs 400 to 900 EUR per site. Daily weighing lets you adjust portions and cuts waste by 25 to 30% within a year.
How long for 60 sites?
About 5 months, including 6 weeks for recipe migration. A 5-site pilot comes before full rollout.
Let's scope your project. Tell us your number of sites, meals per day and current tools, and we will price a scope between 35,000 and 80,000 EUR excl. VAT with a 5-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.
