The verdict in three sentences
For a Dublin caterer delivering 2,500 meals a day to companies and schools, packaged catering software costs EUR 300 to 900 ex VAT a month, and a custom build EUR 35,000 to 80,000 ex VAT. Custom makes sense when your B2B orders, recipe cards and the 14 regulated allergens live in three different tools and production is still planned by gut feeling. The measurable stake is production forecasting, which can cut food waste from 12% to 6% and protect school and public contracts with strict nutrition and allergen rules.
What the software must handle every day
A central kitchen serving 2,500 covers runs ordering, production, portioning and delivery within a few hours. The table lists the useful functions and their weight in a custom budget.
| Function | Practical use | Indicative 2026 cost (EUR ex VAT) |
|---|---|---|
| B2B ordering portal | Companies and schools order or adjust headcount before 10 am the day before | 6,000 to 14,000 |
| Recipe cards and portion sizes | Recipes, food cost per portion, nutritional values | 5,000 to 12,000 |
| 14-allergen matrix | Automatic calculation per dish, labels and menu display | 4,000 to 9,000 |
| Forecasting and production plan | Quantities per recipe from history, weather and school calendar | 7,000 to 16,000 |
| Purchasing and stock | Supplier orders, batch traceability, use-by dates | 5,000 to 11,000 |
| Sustainability and nutrition reporting | Share of local, organic and compliant products per contract | 3,000 to 7,000 |
| Routes and delivery notes | Portioning per site, e-signature, temperature logs | 5,000 to 11,000 |
The total ranges from EUR 35,000 to 80,000 ex VAT. Forecasting and the B2B portal weigh the most, but they are also the two modules with the fastest payback.
Packaged or custom: three-year comparison
| Criterion | Packaged catering software | Custom software |
|---|---|---|
| Entry cost | EUR 1,500 to 5,000 setup | EUR 35,000 to 80,000 ex VAT |
| Recurring cost | EUR 300 to 900 a month | EUR 500 to 1,200 a month for maintenance and hosting |
| 3-year cost (median scenario) | 3,000 + 36 × 600 = EUR 24,600 | 55,000 + 36 × 800 = EUR 83,800 |
| Ordering portal in the caterer's brand | Basic or optional | Complete, with your cut-off and billing rules |
| Production forecasting | Rarely granular | Model trained on your history |
| Accounting and tender links | CSV exports | API to your accounting software and clients |
| Roadmap | Set by the vendor | Set by your priorities |
Packaged software stays cheaper over three years. Custom only wins if waste reduction and recovered admin time exceed the gap of about EUR 59,000, which is usually the case from 1,500 to 2,000 meals a day.
Allergens and compliance: the obligations to build in
| Obligation | What it requires | Software response |
|---|---|---|
| EU Regulation 1169/2011, 14 allergens | Written information for every dish served or delivered | Matrix calculated from ingredients |
| FSAI guidance for food businesses | Accurate allergen information available to every customer | Printable allergen sheets per menu |
| Individual dietary plans in schools | Adapted meals for allergic children | Named alert at portioning |
| School meals nutrition standards | Balanced menus under the Hot School Meals programme | Checks at menu planning |
| HACCP and traceability | Batches, temperatures, use-by dates | Time-stamped records, export for inspections |
| Client sustainability reporting | Share of local and organic purchases | Monthly report per contract |
Mini case study
Siobhan runs a catering company in Dublin producing 2,500 meals a day over 220 days, with an average food cost of EUR 2.20 per meal, or EUR 1,210,000 of purchases a year. Waste is estimated at 12%, EUR 145,200. With orders locked the day before and recipe-level forecasting, the 6% target frees EUR 72,600 a year. Add 1.5 full-time admin roles freed from order and allergen entry, about EUR 50,000 fully loaded. For a EUR 55,000 custom project, payback comes in 5 to 6 months, as a 2026 order of magnitude.
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FAQ
How long does deployment take?
Allow 12 to 16 weeks for a custom project, including 3 weeks to enter and check recipe cards. Starting with corporate clients, then schools, limits risk.
How does production forecasting work?
It combines order history, the school calendar and announced headcounts. After 8 to 12 weeks of data, the gap between planned and consumed usually falls below 5%.
Can schools order from their own system?
Yes, through an export or API, or simply through the web portal on mobile. A well-designed portal cuts headcount-change calls and emails by 60 to 80%.
Does the software calculate allergens on its own?
Yes, from recipe ingredients and supplier specifications. Human checking remains mandatory for each new recipe, a few minutes per dish.
Can we start small?
Yes, a first phase with the ordering portal plus recipe cards and allergens costs about EUR 20,000 to 30,000 ex VAT. Forecasting and routes come next.
Let's scope your project. Send us your meal volume, client types and current tools: we will price a phased scope with an indicative budget and a schedule in weeks. 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.
