How leading international caterers use qnips to introduce a flexible subsidy model for contract catering

This case study examines how leading contract caterers utilise the qnips Catering Platform to digitise meal allowances and subsidies across various workplace sites. It demonstrates how a flexible, app-based system can simplify administration, ensure tax compliance and enhance the experience of guests in company restaurants.

What are digital meal allowances in contract catering?

It is a predefined daily, weekly or monthly benefit that employees can use to purchase meals in a company canteen. The qnips Allowance System enables caterers and employers to configure these benefits digitally, automate redemption and monitor usage in real time, all on one platform.

The challenge:
Bringing flexibility and transparency to digital subsidies

An increasing number of companies want to offer their employees meal allowances digitally and transparently, with minimal administrative effort. However, many catering operations still manage subsidies manually or inconsistently, resulting in complex processes and limited flexibility.

Caterers therefore face a key question: How can meal benefits be efficiently managed across multiple locations while offering a seamless guest experience?

A major international catering provider sought to solve this by offering:

• one free main course per day,
• pre-ordered digitally,
• no price display,
• and no second order possible per day.

The objective: create a clear, digital, tax-compliant meal benefit that’s easy for employees and efficient for caterers.

The solution:
A modular digital allowance system

With the qnips Catering Platform, caterers can easily design and automate meal subsidies directly within their digital ecosystem. The allowance feature for app and web provides flexible configuration options —Key features include:

• flexible configuration of daily, weekly, or monthly budgets,
• definition of user groups (employees, visitors, trainees),
• category-specific subsidies (e.g. main dishes only),
• seamless integration into the digital canteen infrastructure.

Digital allowances in action: A scalable model for global catering providers

In this example, the caterer introduced a daily meal allowance model, offering employees one free main course per day, which they must pre-order via the app. Prices are not displayed to keep the focus on the benefit rather than the cost. A second order on the same day is automatically restricted to ensure consistent usage.

At the heart of this allowance model is the ability to pre-order via the app, where users can select one main course per day. The process begins with an invitation to use the app. Employees receive an email asking them to activate their account. Only after successful activation is the daily budget activated, entitling them to the free dish of the day.

Once the allowance is active, the following applies:

• The front end is focused on food selection and receiving a benefit, with prices
  not being visible to users.
• One meal per day can be pre-ordered; further orders are not possible.
• After ordering, the button for selecting additional meals is automatically deactivated.
• Orders can only be placed via the app
• Meals are picked up in the canteen at the pre-selected time via a QR code in the app.

This logic can be adapted for special locations or regulations. For example, if further purchases are permitted by card after the allowance has been used up, this can be controlled via a corresponding setting in the qnips dashboard.

Advantages at a glance

Employees:

• Simple, transparent, and digital benefit experience
• Easy pre-order and payment via app or employee card
• Focus on the meal, not on prices

Caterers:

• Automated allowance management and reporting
• No manual checking or control required
• Scalable setup for multiple locations and customer groups

Employers:

• Tax-compliant meal benefits
• Strengthened employer branding and employee satisfaction
• Seamless integration into existing catering infrastructure

Why use qnips for digital allowances?

The qnips allowance system demonstrates how digital tools can simplify complex benefit structures in company catering. From daily allowances to category-based subsidies — caterers can offer customised, tax-compliant meal benefits that are transparent for employees, efficient for operators, and ready to scale for future needs.

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This solution is part of the qnips Catering Platform, a cloud-based system for menu management, pre-ordering, digital payment, reporting and more in contract catering.

With the aim of continuously improving digital workplace catering, we have completely redesigned our apps for Android and iOS. The new qnips app redesign combines modern UI/UX, accessibility, and the latest qnips features to provide an intuitive, fast, and engaging user experience. Our goal is to create an app that is enjoyable to use, saves time, and simplifies everyday canteen life. 

Why we redesigned the qnips app

The catering industry is changing rapidly. Guests expect simple, personalised processes, while operators want flexible, forward-looking tools. It was therefore clear that the qnips app needed an aesthetic and functional design with a view to the future.

We have:

• completely redesigned the app,

• standardised the structure for Android and iOS,

• incorporated feedback from customers and guests and

• improved/ added several features, such as cross-selling, subsidies & allowances and new loyalty functions.

These changes ensure that the app remains the central touchpoint for modern contract catering and the key companion tool for its users.  

What’s new with the qnips app redesign?
Here’s an overview of the most important highlights:

The qnips app has been completely redesigned – from the home screen and ordering process to the loyalty and subsidy functions. The result is an app that is faster, easier to read and more customisable to use. Alongside the new look, the redesign brings technical improvements, such as optimised database queries, improved synchronisation mechanisms and more stable loading speeds. These changes mean that the app now runs noticeably more smoothly and reliably.

“It was important to us not only to modernise the design, but also to update the technology, especially the backend queries on both platforms. This will enable us to develop much faster and more efficiently in future, without legacy issues holding us back”, explains Tobias Frank – Team Lead Product at qnips.

This benefits both guests and operators, improving the visual design and enhancing performance and stability. We explain some examples of the relevant changes below.

1. A home screen that makes you look forward to your lunch break!

The new home screen displays all content in a modular tile layout. This enables features such as menus, orders, digital credit and loyalty programmes to be activated flexibly without altering the overall appearance. The new navigation bar with a fold-out page list enables intuitive operation. Guests can quickly find what they are looking for, whether it’s their favourite dish or their last transaction.

2. Ordering made easy: efficient, transparent and error-free.

The ordering process has been optimised based on real user experiences. For example, active filters now have a visible indication. This allows guests to keep track of their preferences throughout the ordering process. In the shopping basket, a traffic light system provides full transparency: green items have been added and red items have been deselected.

“Our goal was to increase the usability of all functions and make existing features more visible, without removing anything that our customers have come to appreciate over the years”, emphasises Tobias.

3. Loyalty and subsidies: better visibility, greater motivation.

We have it in black and white: loyalty pays off. The new design makes this clear. The revamped loyalty section presents stamp cards, loyalty points and employee benefits in an easy-to-understand, clear format. Thanks to our new filter function, your guests can find the different types of loyalty programme they are looking for even faster. Information on employee subsidies (e.g. lunch subsidies) is clearer and more accessible in a dedicated section.

4. Accessibility as standard

Accessibility is about more than just meeting legal obligations; it is also an expression of respect and sustainability. It promotes innovation and user-centred design, as well as social responsibility. This is why the new app design complies with the latest accessibility standards (BFSG), incorporating features such as adapted colour contrasts, font sizes and screen reader compatibility.

5. A design that strengthens brands digitally

The qnips app is more than just an application; it forms part of our customers’ brand identity. The new Whitelabel design adapts even more closely to each company’s corporate identity. Background colours in the Onboarding are now graduated variations of the customer’s colour. Dynamic theming, based on Android Material Design or iOS guidelines, creates an immersive brand world. The new onboarding process, complete with animations and colour transitions, brings the app to life from the outset.

“Along the way, we’ve also incorporated a few little gimmicks and nice design updates, such as the new onboarding animations. This makes the app more lively and modern”, says Tobias.

6. Focus on UI/UX – Design that inspires

Our redesign adheres to the most important design guidelines from Android and iOS. Our goal was to create an app that looks and feels good. Clear structures, logical navigation and harmonious colour accents ensure a high-quality user experience. After all, only intuitive technology can generate genuine enthusiasm. 

A redesign that shapes the future!

The new qnips app design is about more than just aesthetics. It demonstrates our clear commitment to the vision of a digital workplace catering service that is simple, efficient and inspiring. With its stable technological foundation, strong brand integration and well-considered user experience, the redesign paves the way for future innovations.

“Our goal was to create a modern app structure in terms of both design and technology, both externally and internally. This will enable us to develop new features much more quickly and efficiently in the future. It was a mammoth task, taking around five years to complete. But the result shows how worthwhile this effort has been”, Tobias summarises.

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Questions & answers about the qnips app redesign for 2025.

When will the new qnips app redesign be introduced?

The rollout will start gradually throughout 2025. Existing customers will automatically switch to the new design at no additional cost, effort or downtime. If desired, selected user groups can first test the redesign before it is rolled out completely.

Can we determine the timing of the changeover ourselves?

Yes. We want to ensure that our customers have sufficient time to prepare internal communications and information for guests. That is why the changeover will only take place once you have given your approval – it is both flexible and planable.

Do locations need to be reactivated after the update?

No, the switch to the redesign has no impact on activation. All existing access and user accounts, as well as location activation per user, will remain unchanged. Guests can continue to use the app as normal, but with a new, modern design.

What benefits does the new design offer in everyday use?

Thanks to a clearly structured home screen, simplified navigation and an optimised ordering process, guests can order faster and enjoy using the app more. For operators, this means fewer queries, higher satisfaction and more efficient processes, particularly during peak times.

Why is the redesign worthwhile for operators?

The update improves both the user experience and the app’s effectiveness as a communication and branding platform. A clear loyalty system increases stamp card and subsidy use, thus directly boosting customer loyalty and sales.

What does accessibility mean for users?

The new design meets the requirements of the Accessibility Enhancement Act (BFSG), ensuring digital participation through adapted contrasts, font sizes, and screen reader compatibility. This means the app remains accessible to everyone, regardless of their vision, the device they are using, or the situation in which they are using it.

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How can I experience the new design?

Would you like to see what the new app design looks like, or find out when your location will be updated? Talk to your qnips account manager, book an online demo or follow us on LinkedIn to make sure you don’t miss any updates.