Latest News
Careers
Contact Us
Sign in or register

Email Invalid Email Address

Password Invalid Password Address

Forgot your password?

Don't have an account yet?

Create your YPO account today to enjoy exclusive offers and discounts, easy order tracking, saved wishlists and more.
Register

Smart software in catering management

Blog
The YPO Team
19 Sep 2025

Current challenges

The UK government has set an ambition that at least half of the food in schools, hospitals and prisons should come from British farmers and higher-standard producers. It’s a positive step for quality and sustainability – but it adds new pressure on caterers already tackling rising costs, staff shortages and tighter compliance rules.

Nearly 79% of respondents stated they have been either moderately or significantly impacted by recent food inflation and/or funding cuts. Yet most refuse to lower ingredient standards or portion sizes. At the same time, purchasing and manual processes such as stock checks and paper-based reporting demand hours every week to fulfill.

On top of that, teams are battling staff shortages while also having to prove they’re meeting allergen, sustainability and local sourcing demands, which means catering teams are stretched thin.

What the most resilient caterers are doing differently

The most resilient caterers aren’t necessarily the ones with the most funding. They’re the ones making thoughtful changes in their daily tasks that add up. The Future of Catering Management Report 2025 highlights what’s working for the catering industry.

Here are the areas where resilient caterers are taking action and seeing the difference.

1. Smarter inventory management

The report reveals that 30% of caterers see food waste as a major risk. While 17% manage to keep waste below 5%, the majority - 57% - admit to wasting more than that, with a small but worrying share reporting waste over 20%. The most resilient ones are using live stock tracking and forecasting to prevent waste before it happens. That means fewer surprises, fewer bin bags, and more money left to spend where it matters.

2. Automated menu planning and recipe costing

The surge in food costs is forcing caterers to rethink their menus. But resilient kitchens aren’t just swapping ingredients – they’re leaning on automated menu planning and recipe costing software to do the heavy lifting. The result? Meals that tick all the boxes for cost, compliance and nutrition.

3. Process automation

According to the report, over 70% of caterers say recruitment and retention have become harder in recent years, making it difficult to bring in and hold onto staff. That makes reducing repetitive admin essential. By automating orders, reports and approvals, staff can spend more time where it counts – on safe, nutritious meals.

4. Clear reporting dashboards

Allergens, sustainability targets, funding scrutiny – caterers are expected to show proof for everything. Forward-thinking caterers are using dashboards that track and report in real-time. It shows standards are being met and gives teams the confidence to plan ahead.

Quote:

As Civica’s Executive Director Stewart McCluskey puts it:
“There’s been almost universal acceptance that digital solutions are essential for the future of catering. At Civica, we’re committed to supporting the success of caterers and ensuring that you can provide nutritious food at a competitive price point for your consumers.”

Download the latest Civica report here.

Take the next step

Civica’s report makes clear that digital tools are central to running efficient, sustainable services.

YPO’s Electronic Catering Management and Payment Solutions – 1205 – Framework gives caterers a free-to-access, fully compliant route to these solutions.

Civica is a pre-approved supplier in the framework, offering catering teams proven technology and reliable support at a time when they need it most.

Need support? Our procurement team is on hand to guide you every step of the way.

For more information, explore our Technology and Communications area.

Author

The YPO Team

YPO supplies products and services to a wide range of customers including schools, local authorities, charities, emergency services, public sector and other businesses such as nurseries and care homes. YPO are 100% publicly owned, by 13 local authorities, which means the profits made are returned to public sector customers, delivering even better value for money.