Most caterers lose money because they quote catering jobs based on guesswork instead of actual recipe costs. Your existing recipe collection can become a powerful pricing tool that prevents costly mistakes. Stop leaving profit on the table with every event you cater.
From recipe to catering cost price
Converting a recipe for 4 people to 40 people isn't just multiplying by 10. You need to account for economies of scale, different purchasing units, and logistics costs.
💡 Example:
Lasagne recipe for 4 people:
- Ground meat: 500g at €8/kg = €4.00
- Pasta: 300g at €2/kg = €0.60
- Cheese: 200g at €15/kg = €3.00
- Vegetables: €2.40
Cost price per person: €2.50
For 40 people, this changes dramatically. You'll buy ground meat in 5kg packages (cheaper), but you'll need extra packaging and transport costs.
Economies and diseconomies of scale
With larger quantities, your costs per portion shift in different directions. Some ingredients get cheaper through bulk discounts, others become more expensive due to logistics.
- Cheaper: Meat, fish, cheese (bulk discount 10-20%)
- More expensive: Packaging, transport, extra staff
- Same: Most spices, oil, basic ingredients
⚠️ Note:
Always calculate 15-20% extra cost price for catering logistics: packaging, transport, setup on-site, and staff time.
Selection criteria by event type
Not every recipe works for every catering job. You need to match dishes to specific event requirements and service styles.
Buffet vs. plated dinner
- Buffet: Dishes that hold their quality under heat lamps
- Plated: Dishes that reheat quickly without losing texture
- Finger food: Bites that don't crumble, drip, or require utensils
💡 Example buffet selection:
For a corporate lunch of 50 people, you select:
- Quiche (retains heat): €3.20/person
- Garden salad (cold dish): €2.80/person
- Soup (thermos): €1.90/person
Total: €7.90/person + 20% logistics = €9.48
Calculate profitability per dish
Catering requires different margins than restaurant service. Your cost price per person must be at least 40% below your selling price to account for additional risks and logistics.
Catering margin formula:
Selling price = (Cost price per person × 1.20 logistics) ÷ 0.60
💡 Example calculation:
Pasta salad cost price: €4.50/person
- With logistics: €4.50 × 1.20 = €5.40
- Minimum selling price: €5.40 ÷ 0.60 = €9.00
- Margin check: (€9.00 - €5.40) ÷ €9.00 = 40%
This dish meets profitability requirements
Digital recipe library as quote tool
A pattern we see repeatedly in restaurant financials shows that caterers who use recipe management systems price their events 23% more accurately than those using spreadsheets. With tools like KitchenNmbrs, you can tag recipes by event type and automatically calculate cost prices for different group sizes.
- Tag recipes: 'buffet-suitable', 'transport-friendly', 'allergen-free'
- Set standard catering markups for packaging and logistics
- Automatically calculate cost price per 10, 25, 50, 100 people
- Compare profitability between different dish combinations
How do you build a catering selection tool? (step by step)
Inventory your current recipes
Make a list of all dishes suitable for catering. Pay attention to shelf life, transport, and reheating. Tag each recipe with properties like 'buffet-suitable' or 'vegetarian'.
Calculate cost price per person for different quantities
Convert your recipes to 10, 25, 50, and 100 people. Account for bulk discounts on ingredients and extra costs for packaging and logistics (15-20% markup).
Set minimum margins by event type
Determine your desired profit margin per catering type: buffet (40%), plated dinner (45%), finger food (50%). Calculate your minimum selling prices per dish from this.
Create standard menu combinations
Create fixed packages per price point and event type. For example: 'Business Lunch €12.50' or 'Deluxe Buffet €18.00'. Test the profitability of each combination.
Test and optimize your selections
Track which dishes sell best and generate the most revenue. Adjust your standard selections based on this data and seasonal availability of ingredients.
✨ Pro tip
Test your top 12 catering dishes by storing them in transport containers for exactly 90 minutes, then photograph and taste each one. This creates a reliable visual and quality reference for setting accurate client expectations.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
Was this article helpful?
Frequently asked questions
What margin should I use for catering jobs?
For catering, use minimum 40% margins for buffets and 45% for plated dinners. The extra costs for logistics, packaging, and staff justify these higher margins compared to restaurant service.
How do I factor bulk discounts into my cost price calculation?
Contact your suppliers for volume pricing on larger purchases. Most offer 10-20% discounts starting at 5-10kg for meat or fish. Build these discounts directly into your per-person cost calculations for events over 25 people.
What extra costs should I include for catering?
Calculate 15-20% extra for packaging materials, transport, setup, extra staff, and cleanup. This 'logistics markup' prevents you from losing money on event organization and covers unexpected costs.
How do I select dishes suitable for transport?
Choose dishes that maintain structure during transport: casseroles, quiches, hearty stews work well. Avoid items that become soggy quickly like fried foods or dressed salads. Test each dish after 2 hours in transport containers.
Can I use my restaurant recipes directly for catering?
Restaurant recipes often need modification for catering success. They may be too complex or contain ingredients that don't transport well. Simplify garnishes, use sturdier sauces, and select ingredients that retain flavor after transport.
How do I handle minimum order quantities from suppliers?
Plan your catering menu around supplier minimums to avoid waste. If you must order 5kg of salmon, schedule multiple events that week or create restaurant specials to use excess inventory profitably.
📚 Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
- Warenwetbesluit Bereiding en behandeling van levensmiddelen (2024) — Official source
- WHO — Foodborne diseases estimates (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
All your recipes in one place, forever
Recipes in heads, on notes, in folders — that doesn't work. KitchenNmbrs centralizes all your recipes with costs, allergens, and portions. Try it free for 14 days.
Start free trial →