The verdict in three sentences
For a Dubai group running 4 event venues and a catering arm with 600 events a year, lost revenue comes mainly from quote turnaround: a company that waits three days books elsewhere. A custom platform combining a multi-venue calendar, menu builder and signed quote with deposit costs 280,000 to 560,000 AED and brings that delay down to 30 minutes. The budget depends mostly on pricing rule complexity (season, weekday, covers) and how the deposit is collected.
Modules and cost
The corporate client checks availability, picks a venue and package, builds the menu, receives a PDF quote to sign online, then pays a deposit. The sales team keeps control of unusual requests.
| Module | 2026 order of magnitude (AED) | Detail |
|---|---|---|
| Discovery and pricing rules | 24,000 to 42,000 | Seasons, weekdays, minimum covers |
| Multi-venue calendar and holds | 56,000 to 102,000 | 72 h provisional hold, no clashes |
| Catering menu builder | 46,000 to 94,000 | Packages, allergens, price per cover |
| PDF quote and e-signature | 37,000 to 75,000 | Terms, versioning |
| Online deposit (card, transfer) | 28,000 to 65,000 | Local payment gateway |
| Sales back office and kitchen planning | 56,000 to 117,000 | Event sheets, purchasing, staffing |
| QA, go-live, training | 33,000 to 65,000 | 2 weeks of bedding-in |
| Total | 280,000 to 560,000 | Excluding hosting |
The menu builder is what separates a real platform from a contact form: it calculates price per cover in real time and feeds purchasing quantities straight to the kitchen.
Payments, operations and market alternatives
| Option | Estimated 2026 cost | Limitation |
|---|---|---|
| Custom platform | 280,000 to 560,000 AED | 3 to 4 month lead time |
| International event SaaS | 1,200 to 3,600 AED per month per venue | No catering quotes, limited local payment |
| Form and spreadsheet | Almost zero | Quotes in 2 to 3 days, double bookings |
| Payment gateway (Network International, Checkout.com) | 2.2 to 2.9% per transaction | Integration required |
| Hosting and backups (UAE region) | 600 to 1,500 AED per month | Depends on traffic |
| Application maintenance | Quoted to service level | Features included or not |
A 30% deposit collected online at signature sharply reduces late cancellations. Remember that quotes and invoices must show 5% VAT and the group's TRN to comply with UAE Federal Tax Authority rules. The project falls under our custom web applications; Kolonell maintenance runs at 35,000, 75,000 or 120,000 FCFA per month depending on level.
Why quote turnaround drops from 3 days to 30 minutes
Today the request arrives by phone or email, the salesperson checks venue availability, asks the chef for costing, builds the quote and sends it. With the platform, 70% of standard requests (conferences, business lunches, corporate galas up to 300 covers) are priced automatically. Sales only handle the 30% that are unusual, in under 30 minutes since availability and pricing are already calculated.
What to prepare before the build
The fastest projects start with clean inputs. Before discovery, gather your current price lists for the 4 venues, the catering packages with cost per cover, seasonal rules (Ramadan, Eid, the October to April peak season, New Year), minimum spend per venue and your cancellation terms. Decide who can override an automatic price and by how much, for example up to 10% for sales and beyond that only with manager approval. List the corporate clients who book most often, since an account area with saved preferences and negotiated rates can lift repeat bookings. Finally, agree which events stay manual: weddings and events above 300 covers usually keep a human-led quote, and the platform simply pre-fills the file for the sales team.
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Omar, managing director of the group, receives about 1,500 quote requests a year for 600 signed events, a 40% conversion rate. The average event is worth 55,000 AED.
If instant quotes lift conversion to 46%, he signs 90 more events a year: 90 x 55,000 = 4,950,000 AED of additional revenue. At a 15% net margin, that is 742,500 AED a year. For a 420,000 AED platform and about 20,000 AED of annual running costs, payback comes in under seven months. Even with only 3 extra conversion points, it stays under fourteen months.
FAQ
How long does launch take?
Plan 3 to 4 months: 3 weeks to define pricing rules, 2 to 3 months of build and 2 weeks of bedding-in with the sales team.
Can we take deposits online in the UAE?
Yes, through gateways such as Network International or Checkout.com at 2.2 to 2.9% per transaction. Bank transfer stays available for large corporates.
How do we prevent double bookings?
A date is held provisionally for 72 hours when the quote is issued, then confirmed when the deposit is paid. One calendar for all 4 venues prevents clashes.
Does the platform handle allergens and dietary needs?
Yes. Each dish carries its allergens, and the client states vegetarian, halal-specific or gluten-free covers. The kitchen receives a consolidated sheet 7 days before.
Would an international SaaS be enough?
For a single venue without catering, sometimes. For 4 venues with menus, local deposits and kitchen planning, SaaS costs 1,200 to 3,600 AED per month per venue and still does not cover catering quotes.
Let's scope your project. We define your pricing rules, menu builder, online deposit and a 3 to 4 month launch. 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.
