The verdict in three sentences
For a contract caterer with 18 sites and 9,000 meals a day, off-the-shelf software at 300 to 900 EUR per site per year covers most needs: menus, recipe cards, the 14 allergens and sourcing targets such as France's EGalim law. A custom tool at 30,000 to 75,000 EUR excl. VAT (40,000 to 90,000 GBP for a London caterer) makes sense when your processes are non-standard: a central kitchen with cook-chill, client contracts with different rules, or existing tools to connect. Either way, the real financial gain comes from food cost, where a 2 to 3% reduction is worth 100,000 to 150,000 EUR a year.
What regulation requires in 2026
In France, the EGalim law requires at least 50% sustainable and quality products, including 20% organic, in institutional catering, with an annual return on the ma-cantine platform. EU regulation INCO, mirrored in UK law, requires information on the 14 allergens for every dish served; in the UK, Natasha's Law adds full ingredient labelling on prepacked-for-direct-sale food. Without a tool, these obligations rely on spreadsheets that each site chef keeps their own way.
| Obligation | What must be proven | Data source | Risk without a tool |
|---|---|---|---|
| 14 allergens (INCO, UK FIR) | Allergens of each dish, every day | Recipe cards and supplier product sheets | Error on a pupil's allergy plan, serious incident |
| EGalim 50% sustainable | Value share of labelled purchases | Invoices and product master data | Wrong or incomplete return |
| EGalim 20% organic | Value share of organic purchases | Supplier invoices | Target cannot be demonstrated |
| Weekly vegetarian menu | Menu plan | Planning | Contract non-compliance |
| Diner information | Display and online menus | Recipe cards | Complaints from parents or clients |
| HACCP traceability | Batches, temperatures, use-by dates | Deliveries and readings | Batch recall impossible to target |
Off-the-shelf or custom: the figures compared
| Option | Cost for 18 sites over 3 years | Strengths | Limits |
|---|---|---|---|
| Spreadsheets and binders | Almost zero direct cost, 1 to 2 FTE of data entry | Flexibility | Allergen errors, sourcing not proven |
| Entry-level market software | 16,000 to 25,000 EUR (300 to 450 EUR per site per year) | Fast rollout, regulatory updates | Little customisation, limited cook-chill support |
| Full market software | 30,000 to 49,000 EUR (550 to 900 EUR per site per year) | Orders, stock, sourcing tracking built in | Integrations billed extra |
| Custom tool | 45,000 to 100,000 EUR (project + maintenance) | Specific processes and contracts, integrations | Investment and project management |
| London benchmark (UK contract caterer) | 40,000 to 90,000 GBP for an equivalent scope | Natasha's Law compliant | No EGalim reference data |
Our honest advice: first trial two market products on three sites for a month. If more than 20% of your needs remain uncovered, custom software becomes worthwhile.
The budget for a custom tool
2026 orders of magnitude, excluding hosting (80 to 250 EUR a month).
| Module | Content | Price (EUR excl. VAT) |
|---|---|---|
| Recipe cards and allergens | Recipes, portion weights, automatic calculation of the 14 allergens | 8,000 to 15,000 |
| Multi-contract menu plans | Cycles, vegetarian menus, special allergy menus | 6,000 to 12,000 |
| Sourcing tracking | Product classification, sustainable and organic share, ma-cantine export | 5,000 to 10,000 |
| Orders and food cost | Needs calculated from headcounts, supplier purchase orders | 8,000 to 18,000 |
| Diner display | Online menus and allergens for parents and clients | 3,000 to 8,000 |
| Integrations | Accounting, supplier EDI, headcount tracking software | 0 to 12,000 |
| Total | 30,000 to 75,000 |
Mini case study
Marc runs a contract catering company with 18 sites: 9,000 meals a day over 230 days, so 2,070,000 meals a year at 2.40 EUR of food cost, about 4,970,000 EUR of food purchases. With orders calculated on actual headcounts and portion weights respected, he cuts food cost by 2%, or 99,400 EUR a year. He also saves 0.8 FTE of sourcing and allergen data entry, about 32,000 EUR. His custom tool costs 55,000 EUR excl. VAT plus 8,000 EUR annual maintenance. First-year net gain: 68,400 EUR, payback in about 6 months.
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FAQ
Does the software calculate a dish's allergens on its own?
Yes, from supplier product sheets linked to recipes. Quality depends on that master data: allow 3 to 6 weeks to clean up 800 to 1,500 product references.
How does the tool prove the 50% sourcing target?
Each product carries its label (organic, Label Rouge, PDO, HVE and others), and the software calculates the value share of purchases. The annual ma-cantine export then takes under an hour instead of 3 to 5 days.
Does each site need a computer?
A tablet at 250 to 400 EUR per site is enough for deliveries, headcounts and allergen display. For 18 sites, the hardware budget is 4,500 to 7,200 EUR.
How long does rollout take?
Market software rolls out in 4 to 8 weeks. A custom tool takes 12 to 20 weeks, including a pilot on 2 or 3 sites.
Can we handle special menus for children with allergy plans?
Yes, the adapted menu is generated automatically by excluding the declared allergens. The site chef receives a named alert on each relevant day.
Let's scope your project. Describe your sites, volumes and contracts: we will tell you frankly whether market software is enough, or price a custom tool between 30,000 and 75,000 EUR excl. VAT delivered in 12 to 20 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.
