Which accounting software is best for catering businesses in 2025?

As the owner of a catering business, you know your paperwork takes up a fair bit of time. The good news is that the right accounting software for catering businesses makes a real difference there. Some packages fit how the catering trade actually works, from bookkeeping per booking to a connection with your stock. This article covers which options suit your business best, and what to watch for when choosing.

What makes accounting software suitable for catering businesses?

Catering businesses have different needs than a regular shop or office. Your books revolve around events, revenue that swings, and purchasing that changes week to week. A standard accounting program often falls short there.

Bookkeeping per booking tops the list. Every event is really its own project, with its own costs, revenue and profit margin. You want to see per booking whether you turned a profit on it.

On top of that, you deal with seasonal peaks and troughs, which call for reports you can set up yourself. VAT on catering is also tricky. Think of the different rates for takeaway and eating on site, or the 9% rate for certain products. Your accounting software needs to get that right automatically.

A connection with your stock is another important point. Your ingredients need to be tied to your dishes, so your purchasing is tracked automatically. That saves time and prevents mistakes in your cost price.

Top 5 accounting software options for catering in 2025

After comparing the common packages, these are the five best options for catering admin software:

Software	Best for	Strong points	Price range
Exact Online	Large catering businesses	Extensive bookkeeping per booking, good connections	€25-50/month
Moneybird	Caterers just starting out	Easy to use, affordable, good invoicing module	€8-18/month

Snelstart	Small and medium catering businesses	Dutch software, good support	€15-35/month
Visma eAccounting	Growing businesses	Strong reporting, mobile app	€12-25/month
Twinfield	Professional caterers	Does a lot, good connections with your accountant	€30-60/month

Each option has its own strengths. Moneybird fits well if you're just starting out and want something simple. Exact Online handles the most for more extensive bookkeeping, while Snelstart sits in a good middle ground between the two.

None of these packages calculate your quote from your recipes. They're built for the books, not for the kitchen. Many caterers therefore use catering software for quotes and work lists, and connect that to one of these accounting packages for invoices and VAT.

Which features matter for catering bookkeeping?

When choosing financial software for your catering business a few things are essential. Bookkeeping per booking tops the list. You need to see, per event, what your costs and revenue are.

A good quoting module helps enormously. You can calculate prices, set margins, and send neat quotes straight from the system. Some packages even pull the request straight in from your website.

The connection with your stock is often underrated, but it's worth its weight in gold. Tie your ingredients to your dishes, and your purchasing gets calculated automatically. Then you see straight away what an event actually costs you.

Connections with your planning make your life a lot easier. Your planning, purchasing and invoicing then line up with each other. Also think about a connection with your bank account, so payments get reconciled automatically.

Working from your phone is standard these days. You want to be able to send invoices on the go, or quickly log a receipt. A good app is no longer a luxury.

Costs of accounting software for catering businesses

The costs of catering business bookkeeping in 2025 vary a lot. For a business just starting out, you can get going from as little as €8 a month. Larger businesses often pay €50 to €100 a month for a package that can do more.

Watch the costs of getting started. Some providers charge a one-off €100 to €500 for setup and training. That can be worth it if it saves you a lot of time in the switch.

Many packages charge per user. As your team grows, your costs grow with it. Always ask about a rate for multiple users.

Don't forget the cost of connections. A connection with your website, your payment system or other software often costs extra. Budget €10 to €30 a month per connection.

The lowest monthly price doesn't automatically mean the lowest cost, because connections and extra users count too. So the cheapest option isn't always the best. If software saves you 5 hours a week, a pricier package pays for itself quickly.

Common mistakes when choosing accounting software

The biggest mistake is picking the cheapest option without checking what the package actually does. A catering accounting package needs to fit your business, not the other way round.

Many business owners forget to involve their accountant in the choice. Your accountant has to be able to work with the system you pick. Ask upfront whether there are good connections.

Don't underestimate the cost of switching, in time as much as in money. Setting up new software takes time and energy. Plan it for a quiet period and make sure someone's keeping an eye on it.

Another pitfall is only looking at today. Think about next year too. If you want to grow, choose software that can handle it.

Don't forget training. The best system is worthless if your team can't work with it. Make time for training, for yourself and your staff.

How to roll out new accounting software

Start with thorough preparation. Make a list of everything the software needs to do for you. Think quotes, invoicing, stock and reports.

Plan the switch carefully. Pick a moment when you're not packed with events. The start of a new financial year is often ideal.

Moving your old data over is a step you shouldn't underestimate. Export all your client details, outstanding invoices and stock data from your current system. Test the import thoroughly before you switch over.

Start small and build up steadily. Don't switch everything on at once. Start with the basics, like invoicing, and add the rest step by step.

Make sure your staff get good training. Schedule time for it and give everyone time to get used to the new system. Allow a few weeks before it beds in.

Test everything before you switch fully. Run a period side by side with your old system, so you're sure everything's correct.

Choosing the right accounting software saves your catering business a lot of work. By looking at what you actually need and switching over calmly, you save time and get a clearer view of what your business is doing. Want to know how Catermonkey makes your admin simpler? Get in touch with us.

Frequently asked questions

Which accounting software is best for a small catering business?

For a business just starting out or a small catering business, Moneybird is usually the obvious choice: €8-18 a month, quick to set up and with a neat invoicing module. Grow into regular bookings with staff, and you can switch to Snelstart or Exact Online later.

What does accounting software for catering businesses cost per month?

Budget €8 to €60 a month for the package itself, depending on how much it needs to handle. On top of that there are often costs for connections, €10 to €30 a month, and a one-off €100 to €500 to set everything up. Larger catering businesses quickly end up around €50 to €100 a month.

Can I connect my catering software to my accounting software?

Yes. The common Dutch packages have connections that push your invoices through to the accounts automatically. Check beforehand which connection exists and what it costs, since that varies per combination.

Which VAT rate applies to catering?

Food and non-alcoholic drinks are generally taxed at the low 9% rate. Alcohol and some services around an event carry the high rate. Set those rates up correctly once in your accounting software, and it works the rest out itself after that. If you're unsure about a specific item, ask your accountant.

Does my accountant need to work with the same package as me?

Not necessarily, but it saves a lot of hassle. Most accountants can look in directly on Exact Online, Twinfield or Snelstart. Before you choose, ask which package your accountant prefers, or you'll end up paying for hours of retyping later.

When's the best time to switch?

The start of a new financial year, in a period without big events. That way you don't have to carry half a year of bookings across, and you have time to run your old and new system side by side for a few weeks.

Catermonkey handles the part before the books: it works out the quote from your recipes, and as soon as the client agrees, the invoice is ready with the right VAT rates on it. You then push that invoice through to your accounting software, so you never enter anything twice.

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