Catering Recipe Accounting Solution

I run a catering business where the guest count changes daily, so I need a lightweight accounting package that does more than just track money. The core of the job is simple: let me upload each menu item with its full recipe, then automatically plan the ingredient quantities required for the day based on projected occupancy.

Essential features
• Recipe upload and editing – ingredients, yields, and cost per portion.
• Occupancy-driven planning that converts headcount into exact ingredient quantities.
• Automatic shopping list generation, grouped by supplier or category.
• Real-time ingredient inventory: deduct on use, alert me when stock falls below set levels, and allow quick adjustments.

Nice-to-have but not mandatory: an expenses ledger and basic income tracking so I can keep everything in one place instead of juggling two systems.

I’m looking for something affordable, ideally built with common tools such as Excel-VBA, Google Sheets with Apps Script, or a web stack like PHP/MySQL if it keeps costs down. You’re welcome to customise an existing open-source project or develop a lean bespoke solution; I’m open as long as the final product is easy for non-technical staff to operate.

Acceptance criteria
• I can add, edit, and delete recipes without your help.
• Entering tomorrow’s headcount instantly shows required ingredient totals and a printable shopping list.
• Inventory updates are accurate after a full day’s use and reflected in the next day’s plan.
• Full hand-off documentation (or a brief video walkthrough) so I can train the team.

Let me know which platform you propose, any off-the-shelf code you plan to leverage, and a realistic delivery timeframe. I’m ready to start immediately and will respond quickly to clarify details.