The verdict in three sentences
At 4,500 meals a day across 30 sites, managing menus, allergens and supplier orders by hand costs more than software: ordering errors, overproduction and legal risk. Custom contract catering software costs 55,000 to 120,000 EUR excluding VAT (about 47,000 to 103,000 GBP), with recipe cards, real-time food cost and compliance reporting (EGalim in France, the School Food Standards and Natasha's Law in the UK). Delivered in 4 months, it targets 18% less waste and usually pays back in 12 to 18 months.
What manual management costs at 4,500 meals a day
| Item | Current management (Excel, paper) | With software | 2026 order of magnitude |
|---|---|---|---|
| Average food cost per meal | 2.35 EUR | 2.22 EUR | -0.13 EUR per meal |
| Food waste | 120 g per meal | 98 g per meal | -18% |
| Supplier ordering time | 25 h per week | 8 h per week | -17 h |
| Display of the 14 allergens | re-entered per site | generated from recipe cards | Zero menu/recipe mismatch |
| Sustainable sourcing tracking | yearly table rebuilt by hand | monthly dashboard | Reporting done in 1 h |
| Headcount forecast | phone call 2 days before | entered per site on a tablet | Less overproduction |
On 4,500 meals, 0.13 EUR less food cost is about 585 EUR a day, or more than 120,000 EUR over 210 service days. London caterers usually work at higher food costs per meal (3 to 4 GBP), so the absolute saving tends to be larger.
Modules and their budget
| Module | Features | Indicative budget excl. VAT |
|---|---|---|
| Recipe cards | Portions by diner type (nursery, school, elderly), yields, nutrition | 12,000 to 25,000 EUR |
| Menu planning and allergens | Menu cycles, nutrition rules, 14 regulated allergens, per-site display | 10,000 to 20,000 EUR |
| Forecasts and supplier orders | Headcount per site, net requirements, purchase orders, price lists | 12,000 to 28,000 EUR |
| Food cost and margins | Actual purchase prices, cost per meal, variances per site | 8,000 to 18,000 EUR |
| Sourcing compliance | Purchase classification (organic, label, local), regulatory export | 5,000 to 12,000 EUR |
| Site app and HACCP traceability | Temperature logs, deliveries, retained samples | 8,000 to 17,000 EUR |
| Total | Depending on scope | 55,000 to 120,000 EUR |
Then budget 10,000 to 20,000 EUR a year for hosting and maintenance. Market software packages often cost 300 to 900 EUR per month per central kitchen, plus 30 to 80 EUR per satellite site, with configuration billed by the day (900 to 1,200 EUR). London agencies typically charge 700 to 1,000 GBP per day, which pushes a custom build toward the top of the range.
A 4-month plan
- Month 1: migrating recipes (often 600 to 1,200 cards) and supplier price lists.
- Month 2: menus, allergens and forecasts on 5 pilot sites.
- Month 3: supplier orders and food cost, compared with actuals.
- Month 4: rollout to all 30 sites, compliance dashboard, site manager training.
The ideal go-live is during spring or summer school holidays, when volumes drop.
Mini case study
Julien runs a contract catering company in Toulouse: 4,500 meals a day, 30 sites (schools, care homes, companies), 210 service days. He invests 88,000 EUR excluding VAT. A London caterer of the same size would run the same calculation in pounds.
- Food cost: -0.10 EUR per meal, so 4,500 x 0.10 x 210 = 94,500 EUR a year.
- Waste: -18% on discarded volume valued at 60,000 EUR a year, or 10,800 EUR.
- Admin time: 17 h a week at 32 EUR loaded cost, about 26,000 EUR a year.
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Estimated yearly gain: about 131,000 EUR. Even halving that figure for prudence, the software pays back in under 16 months.
FAQ
Does the software compute sourcing compliance rates automatically?
Yes, provided each product in the price list is classified (organic, label, local, fair trade). The dashboard then shows, for example, the French 50% sustainable and 20% organic targets continuously.
Can we handle special diets and individual care plans?
Yes, each diner or group can carry exclusions (no pork, gluten free, texture modified). This module adds about 6,000 to 10,000 EUR excluding VAT.
How long does it take to enter our recipes?
For 800 recipe cards, plan 4 to 6 weeks with an Excel import and a dietitian who validates. It is the longest task in the project.
Does the software connect to our suppliers?
Orders can go out by email, EDI or supplier portal. An EDI connector costs about 4,000 to 8,000 EUR excluding VAT per wholesaler.
What happens during a food safety inspection?
HACCP logs, deliveries and retained samples are time-stamped and exportable as PDF. An inspection file is ready in 15 minutes instead of half a day.
Let's scope your project. Give us your meal volume, number of sites and current tools, and we will price software between 55,000 and 120,000 EUR excluding VAT, delivered in 4 months. 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.
