The verdict in three sentences
For an event caterer running 520 events a year in Berlin, an app covering quotes, production sheets and staff scheduling costs about 36,000 EUR and takes 14 weeks to build. In this illustrative case, quoting time drops from 45 to 10 minutes and order errors fall by two thirds, which pays the project back in about 12 months. The company is fictional but representative, built from typical sector volumes and never presented as a real client.
Starting point: a caterer running on spreadsheets
Our illustrative example is a Berlin caterer with 16 permanent staff and around 40 minijobbers and freelance service staff. It serves corporate events in Mitte and Kreuzberg, trade fair receptions around Messe Berlin, weddings in Brandenburg and public sector functions. Before the project, everything lived in spreadsheets, a shared calendar and kitchen notebooks.
| Metric | Before (estimate) | Consequence |
|---|---|---|
| Events per year | 520, 65 % corporate | Peaks in September and December |
| Quotes sent per year | 1,250, 42 % conversion | About 940 hours of quoting a year |
| Average time per quote | 45 minutes | Reply in 48 to 72 hours |
| Order or quantity errors | 9 % of events | Extra cost, waste, goodwill discounts |
| Staff scheduling | Messages and calls | 5 hours a week coordinating |
| Allergens | Paper sheets per recipe | Risk at every menu change, LMIV labelling done by hand |
The owner put the hidden cost of an error at about 400 EUR per affected event, between wasted food, emergency deliveries and discounts.
The project: budget, scope and timeline
| Work package | Content | Duration | Budget |
|---|---|---|---|
| Discovery and wireframes | Workshops with kitchen, sales, logistics | 2 weeks | 3,600 EUR |
| Recipe library | 400 recipes, food cost, 14 LMIV allergens | 3 weeks | 7,200 EUR |
| Online quoting | Menu builder, price per guest, signed PDF | 3 weeks | 8,100 EUR |
| Production sheets | Quantities per event, supplier purchase orders | 3 weeks | 8,100 EUR |
| Staff scheduling | Minijob hours tracking, availability, SMS confirmations | 2 weeks | 5,600 EUR |
| Testing, migration, training | Clients and recipes import, 3 sessions | 1 week | 3,400 EUR |
| Total | 14 weeks | 36,000 EUR |
The scheduling module tracks each minijobber's monthly earnings against the minijob ceiling (603 EUR a month in 2026) so nobody slips into full social insurance by accident. Maintenance is budgeted at 15 % a year, 5,400 EUR, and EU hosting at 90 EUR a month. Kolonell prices this type of project in its medium to complex application range, 2,500,000 to 8,000,000 FCFA (3,800 to 12,200 EUR); the budget in this case reflects a German studio.
Results after twelve months
| Metric | Before | After | Estimated annual gain |
|---|---|---|---|
| Time per quote | 45 minutes | 10 minutes | 730 hours, about 27,700 EUR |
| Reply time to client | 48 to 72 hours | Same day | Conversion up from 42 to 46 % |
| Order errors | 9 % of events | 3 % of events | 31 errors avoided, about 12,400 EUR |
| Staff coordination | 5 hours a week | 1.5 hours a week | 175 hours, about 4,900 EUR |
| Allergens | Paper sheets | Automatic per menu | Compliance risk sharply reduced |
The directly measurable gain reaches about 45,000 EUR a year, before counting extra events won through same-day replies. The 4 extra conversion points mean roughly 50 more signed quotes, which we leave out of the main calculation to stay cautious.
Mini case study
Illustrative example: Lena, owner of this Berlin caterer, runs the payback numbers. Year one cost: 36,000 EUR build, 5,400 EUR maintenance and 1,080 EUR hosting, or 42,480 EUR. Direct annual gain: 45,000 EUR.
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The project pays back within about 11 to 12 months on direct gains alone. From year two, cost drops to 6,480 EUR and net gain exceeds 38,000 EUR a year. With an average event value of 4,000 EUR and a 25 % margin, the extra signed quotes add a further cushion.
FAQ
What does a caterer management app cost in Berlin?
For 300 to 600 events a year, budget 28,000 to 45,000 EUR depending on scope. This 36,000 EUR case covers quoting, recipes, production and scheduling.
How long does it take to build?
About 14 weeks; avoid going live in September or December. Entering 400 recipes with their allergens alone takes 2 to 3 weeks.
How does the app handle the 14 LMIV allergens?
Each ingredient carries its allergens, each recipe inherits them, and each menu shows the full list for buffet labels and guest information. A recipe change updates every open quote in seconds.
Can it handle minijob rules?
Yes: it sums each minijobber's monthly pay and warns before a new shift would exceed the 603 EUR ceiling. That avoids costly reclassification for a staff pool of 40 people.
Is the company in this case a real client?
No, it is a fictional business built from typical sector volumes. Your own figures, especially quoting time and error rate, will drive your return.
Let's scope your project. Send us your event volume, recipe count and staff pool, and we will price your quoting, production and scheduling app with a precise 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.
