The verdict in three sentences
For a contract catering company serving 9,000 meals a day across 40 sites, custom software costs 30,000 to 60,000 EUR excluding VAT (about 26,000 to 52,000 GBP) in 2026, versus 18,000 to 36,000 EUR a year for a per-site SaaS suite. Payback rests on two measurable levers: 18% less food waste thanks to headcount forecasting and food cost tracked per meal. Sustainable sourcing reporting (in France, the EGalim law requires 50% sustainable products including 20% organic; in London, public contracts apply similar buying standards) becomes an automatic export instead of a week of spreadsheets each year.
Modules and their 2026 price
A caterer or central kitchen operator needs a continuous chain: from the menu approved by the dietitian to the supplier purchase order and the allergen sheet displayed at each site.
| Module | Key function | Indicative budget (EUR excl. VAT) | Timeline |
|---|---|---|---|
| Menu planning | 5 to 8 week cycles, portion standards, variants per diner group | 4,000 to 8,000 | 3 weeks |
| Recipe cards | Recipes, portion cost, yield, automatic price updates | 5,000 to 9,000 | 3 weeks |
| Allergens | 14 regulated allergens, per-site display, substitution traceability | 3,000 to 6,000 | 2 weeks |
| Ordering and headcount | Per-site forecasts, supplier orders, receiving and variances | 6,000 to 12,000 | 4 weeks |
| Sustainability reporting | Sustainable and organic share, certified products, export for public clients | 3,000 to 7,000 | 2 weeks |
| Dashboards | Food cost per meal, weighed waste, margin per contract | 4,000 to 9,000 | 3 weeks |
| Integrations and migration | Accounting, supplier price lists, payroll | 5,000 to 9,000 | 3 weeks |
| Total | 30,000 to 60,000 | 14 to 20 weeks |
The low end fits a single-kitchen caterer with 10 to 15 sites. The high end covers several central kitchens, healthcare contracts (care homes, clinics) with texture-modified diets and an accounting ERP integration.
Market SaaS or custom: the 5-year calculation
Specialist catering software vendors usually charge a subscription per site or per kitchen, with optional modules.
| Criterion | Specialist SaaS | Custom software |
|---|---|---|
| Upfront cost | 5,000 to 15,000 EUR setup | 30,000 to 60,000 EUR |
| Annual cost (40 sites) | 450 to 900 EUR per site, i.e. 18,000 to 36,000 EUR | 4,500 to 9,000 EUR maintenance and hosting |
| 5-year cumulative cost | 95,000 to 195,000 EUR | 52,500 to 105,000 EUR |
| Fit with your contracts (schools, healthcare, business) | Limited to built-in settings | Full |
| Ownership of data and recipes | With the vendor | With you |
| Time to go live | 4 to 8 weeks | 14 to 20 weeks |
| Specific changes | On the vendor roadmap | On demand, 550 to 750 EUR per day |
SaaS wins on speed. Custom wins from 25 sites, or as soon as your tenders require reports the vendor does not produce.
Waste, food cost and sustainability: measured gains
Food waste in contract catering often reaches 100 to 120 grams per diner. Per-site headcount forecasting, cross-checked with bookings and history, reduces overproduction within the first quarter.
| Indicator | Before | After 6 months |
|---|---|---|
| Waste per meal | 110 g | 90 g (minus 18%) |
| Average food cost per meal | 2.35 EUR | 2.18 EUR |
| Order vs consumption variance | 9% | 3% |
| Time to produce allergen sheets | 6 h per week | 30 min |
| Annual sustainability report preparation | 5 days | 1 hour |
| Tender response time | 3 weeks | 10 days |
These figures are 2026 orders of magnitude seen in central kitchens of comparable size, to be confirmed during scoping.
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Mini case study
Claire, managing director of a contract catering company in Montpellier, serves 9,000 meals a day over 200 days, or 1,800,000 meals a year. Bringing food cost from 2.35 EUR to 2.18 EUR saves 0.17 EUR per meal, or 306,000 EUR a year. Even if only half of that gain is attributable to the software, the 153,000 EUR covers a 48,000 EUR project and its maintenance in under four months. A London operator of the same size would see a comparable ratio. Time saved on allergens and sustainability reporting also frees about 300 dietitian hours a year.
FAQ
Does the software calculate sustainable sourcing rates automatically?
Yes, each product carries its labels (organic, Red Tractor, PDO and others). The software calculates sustainable and organic shares by purchase value, period by period, and exports the table public clients request.
How are the 14 regulated allergens handled?
Allergens are attached to ingredients, then propagated to recipes and menus. A last-minute substitution updates the site sheet in real time, which sharply reduces the risk of display errors.
Can we import our existing recipe cards?
Yes, import from Excel or a legacy system is planned at scoping. Allow 5 to 10 days for 800 to 1,500 recipes, with portion checks.
Can site chefs order from a tablet?
Yes, the interface is designed for kitchen tablets, with headcount, orders and waste weighing input. A 250 EUR tablet per site is enough.
How long for a first pilot site?
A pilot on one central kitchen and 5 satellite sites runs in 8 to 10 weeks. Rollout to all 40 sites follows in 6 to 10 weeks.
Let's scope your project. For a caterer serving 3,000 to 15,000 meals a day, we define the modules (menus, allergens, ordering, sustainability), a budget of 30,000 to 60,000 EUR and a pilot in 10 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.
