In addition to computing ingredient amounts, Excel may be used to store recipes and sort them by ingredients.  Using the sort function in this way allows dishes to be selected based on the customer’s preferences or the availability of ingredients.  With nutritional information added, the caterer can be sure that the meals served are well balanced; the levels of fats, carbohydrates, protein, and calories may be calculated for each serving.

Ingredient inventories may also be tracked by a spreadsheet linked to ingredient amounts.  When a recipe is prepared, the inventory levels would be automatically decreased by the quantities used.  By keeping a running tally of inventory items, their shelf lives, and their normal costs, supplies may be purchased in preparation for a job or when pricing is advantageous.

Business Functions

One of the most beneficial uses of Excel for a catering business is as a database for most or all business functions.  A client database storing contact information, food preferences, payments and payment methods, jobs completed, and unique requests would allow the caterer to offer personalized service as well as keep track of revenues.

A similar database would house information about employees: how to reach them, when they are available, which jobs they have worked or will be working, their pay rates, and any salaries they are owed.  Multiple mathematic and financial formulas are built into Excel which will perform calculations automatically.  By adding tax information as well, preparation of annual W-2 and 1099 forms would be much easier.

A supplier database would contain contact information and the items available for both primary and secondary sources.  By linking all of the databases together, Excel would give detailed information for each job, from the purchase of supplies to food preparation, and from client preferences to employee data.