The verdict in three sentences
A caterer running 400 events a year who prices quotes without recipe cards linked to supplier prices is working blind: a few lost points of food cost mean tens of thousands of euros. Market software costs 100 to 400 EUR per month, a custom app 20,000 to 50,000 EUR excl. VAT as a 2026 order of magnitude. Custom makes sense when quotes, production and purchasing must speak the same language, from cover count to shopping list.
Why margin per event escapes caterers
In most catering companies, recipe cards live in Excel, written by the chef two or three years ago. Since then, butter, salmon or beef prices have moved 10 to 30%. The sales rep prices a 150-guest cocktail reception with a frozen price per piece, and nobody measures the gap until the year-end accounts.
A caterer's target food cost ratio is usually 28 to 35% of the selling price excl. VAT, depending on positioning. Each point above target, on 2 million euros of revenue, costs 20,000 EUR of margin.
| Typical service | Selling price excl. VAT per guest | Target food cost | Target ratio | Ratio observed without tracking (order of magnitude) |
|---|---|---|---|---|
| 12-piece cocktail | 28 EUR | 8.40 EUR | 30% | 34 to 38% |
| Corporate cold buffet | 22 EUR | 6.60 EUR | 30% | 33 to 36% |
| 3-course seated dinner | 65 EUR | 19.50 EUR | 30% | 33 to 40% |
| Full wedding package | 95 EUR | 30.40 EUR | 32% | 36 to 42% |
| Delivered meal tray | 24 EUR | 8.40 EUR | 35% | 37 to 40% |
| Seminar coffee break | 9 EUR | 2.50 EUR | 28% | 30 to 35% |
Market software or custom app
Restaurant management software handles recipe cards and stock well for a restaurant. It fits catering less well, where each event is a project: multi-option quotes, guest counts changing a week before, service staff, equipment rental, delivery.
| Criterion | Market restaurant software | Custom catering app |
|---|---|---|
| Cost | 100 to 400 EUR per month | 20,000 to 50,000 EUR excl. VAT, then 300 to 800 EUR per month maintenance |
| Recipe cards and sub-recipes | Yes | Yes, with yields and waste per product |
| Supplier price updates | Manual import or a few connectors | Automatic import of price lists and invoices |
| Event quotes with options | Limited | Native, food cost calculated in real time |
| Requirements per guest | Per recipe | Per event, consolidated over the production week |
| Supplier purchase orders | Sometimes | Generated from confirmed events |
| Actual margin per event | Rarely | Quote vs production vs invoice comparison |
A custom app really pays off above 250 to 300 events a year, or when several sales reps quote in parallel and the chef must consolidate weekly production.
Features to prioritise
The core is a living recipe card: each ingredient is linked to the latest supplier price, with its yield (a sea bass fillet loses 45 to 55% between whole fish and portion). Quotes rely on these cards: when the rep adds a foie gras canapé, food cost and margin show instantly.
Next comes the per-guest requirements calculation, which turns confirmed events into a production list and purchase orders, then post-event analysis: planned versus actual food cost. That gap reveals the recipes to rework and the reps who discount too much.
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Illustrative scenario: Julien, manager of a catering company in Bordeaux, runs 400 events a year for 1,800,000 EUR excl. VAT of revenue. His estimated food cost ratio is 35%, against a 31% target. The 4-point gap represents 72,000 EUR of margin a year.
He invests in a custom app at 38,000 EUR excl. VAT, plus 500 EUR per month maintenance. If he recovers only half the gap, 2 points or 36,000 EUR a year, the tool pays back in about 15 months. He also saves 6 to 8 hours a week preparing supplier orders.
FAQ
What food cost ratio should a caterer target in 2026?
As an order of magnitude, 28 to 35% of the selling price excl. VAT depending on the range. High-end, service-heavy events can go down toward 25%, delivered meal trays often reach 35%.
How long does it take to enter all recipe cards?
Allow 20 to 40 minutes per card. For a menu of 150 recipes and sub-recipes, plan 60 to 100 hours, ideally shared between the chef and an assistant over 4 to 6 weeks.
Can supplier prices update automatically?
Yes, through CSV price list imports or invoice reading. Full automation depends on your suppliers: national wholesalers often provide files, local producers rarely do.
How long does development take?
A first release with recipe cards, quotes and food cost can ship in 10 to 14 weeks. The full version with requirements, purchase orders and margin analysis takes 4 to 6 months.
Does the tool handle allergens?
It must: information on the 14 major allergens is mandatory in the EU. Linked to recipe cards, allergens appear automatically on quotes and labels.
Let's scope your project. Tell us your number of events, recipes and current software: we will price the app, the recipe card migration and the timeline. 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.
