Centralised data management & communication save costs and improve quality.

Balancing data management for changing menus, promotions and individual guest requests is becoming more challenging every day. Guests expect reliable information about ingredients and allergens, as well as an illustrated menu that they can view at any time – and you can probably think of many other requests. At the same time, cost pressures are increasing. You have to manage efficiently with limited resources. How are you supposed to find the time to prepare all the news, daily specials and menus in an attractive and timely manner for all channels?

This case study is exactly what you need.

Find out how Andreas Voßmöller’s team at Evonik Catering Service GmbH solved these challenges with the help of qnips and Matilda FoodTech. Be inspired!

Table of Contents:

1. Between guest requests and everyday stress:  The challenge
2. Digital data management instead of data chaos – the solution
3. Advantages of synergy:  What makes this collaboration special?
4. Conclusion: What has changed for Evonik?
5. INFO: Useful tips for your digitization project

The challenge of data management in contract catering: between guest requests and everyday stress

If you are responsible for company catering, you will be familiar with the daily balancing act between guest requests and cost pressures. At Evonik, which has 17 company restaurants throughout Germany, it became clear that if things continued as they were, there would be inaccurate information, overworked teams and angry guests. Evonik did not want to reach this point, so they took action.

“At some point, it became clear that the manual effort was too substantial. We couldn’t carry on like this. We had to react and future-proof ourselves” [Oliver Schoiber, Head of Operations].

Typical problems:

• Menus, promotions and news had to be entered multiple times – often simultaneously – into different systems and channels. Any mistakes inadvertently caused confusion for guests.
  
• Allergens, ingredients and sustainability data had to be updated manually on a constant basis. There was a constant worry that something would be forgotten in the event of a last-minute change.
  
• Changes to dishes or promotions, such as short-term delivery bottlenecks, immediately caused a flurry of activity. Is the information up to date everywhere? Or is there still incorrect information somewhere?
  
• Coordination within the team was always an issue. Who has updated what? Who is responsible for which channel? This wastes time and causes further uncertainty.

Routine tasks were blocking valuable resources. What can you do when the manual effort required becomes too great and you lose sight of the bigger picture?

The solution: Digital data management instead of data chaos

From the outset, the Evonik team realised that only an integrated, holistic approach would ensure long-term improvements. Rather than separate, isolated solutions, they needed a digital strategy that would automatically bring everything together, from meal plans to guest services, at every location.

Evonik opted for qnips & Matilda FoodTech. This innovative combination of smart, centralised data management and state-of-the-art multichannel communication was the perfect fit for their requirements.

‘We wanted a solution that would replace redundant, locally performed tasks with a uniform system featuring numerous automated functions, thereby significantly reducing our daily workload. At the same time, it should increase the security and reliability of data, particularly with regard to advertising. It should also give us the greatest possible flexibility in selecting and designing output channels” [Kai Brzoska, Business Support].

Advantages of synergy: What makes this collaboration special?

The Evonik project once again proves that the whole is greater than the sum of its parts. Thanks to two specialised solutions that are optimally coordinated, Evonik is able to manage its demanding corporate catering in a contemporary way.

Key solutions and strengths at a glance

Key benefits for Evonik:

• Security:
  Matilda brings together allergens, additives, ingredients and sustainability values in one place, offering traceability and customisation at the touch of a button.
• Transparency:
  Automatically updated price lists reveal trends and enable targeted adjustments to the product range.
• Efficiency:
  Matilda provides all menu data centrally, which qnips then imports automatically, prepares for all channels and displays in a timely and brand-compliant manner at every desired touchpoint. Once maintained, it is uniformly visible everywhere.
• Visibility:
  All information is up-to-date, consistent and immediately available to guests and teams, whether on the monitor in the cafeteria, the app, the terminal or as a PDF.

Conclusion: What has changed for Evonik?

All teams, including management, the back office, the kitchen and the service team, benefit equally from the central platform. Success is measurable:

Around 50% less time is spent maintaining and publishing menus, news and promotions, which noticeably reduces the teams’ workload. Communication errors are practically a thing of the past as all information is consistently updated across all channels. Guests can now access clear information about allergens, additives, promotions and offers at any time, whether via the display, app or terminal. The app and portal also enable customers to provide feedback, rate dishes, and participate in surveys. Push notifications and details of the daily specials are sent directly to guests. Teams also have more time for what really matters: creative ideas and first-class service.

“Our everyday work has become easier, more efficient and, above all, safer. Both our employees and our customers responded positively to the new solutions right from the start” [Andreas Voßmöller, Chairman of the Management Board]

How can you apply this to your own projects?
Here are some useful tips for your digitization project:

• Involve all stakeholders as early as possible. Practical goals lead to better solutions.
• Back up all requirements with everyday scenarios. This will result in a system that works in real-world operations.
• Rely on systems with real interfaces and automatic data transfer to eliminate duplicate tasks.
• Test early and roll out gradually to allow errors to be fixed without stress.
• Look for partners who truly understand the processes and challenges of communal catering. This saves time, money and stress.

Want to put in less effort and gain more clarity?
Start your own digital project now – The free demo is your first step!

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.

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.

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.

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.

Whether in restaurants or corporate catering, guests today want one thing above all else: simple and, above all, convenient processes. Digital ordering options at the table meet guests’ wishes perfectly. According to a recent study*, 75% of guests now say that digital menus and ordering optimize their dining experience. So why not offer digital table service that meets these needs – digitally, directly at the table, and without any extra work for the staff?

Less waiting time, more transparency, and smooth order processing create tangible added value – for guests, kitchens, and service staff alike. Especially in times of scarce staff resources, digital table service is more than just an extra – it is the key to modern, efficient guest hospitality.

*https://wifitalents.com/digital-transformation-in-the-foodservice-industry-statistics/

How can you satisfy guests as well as kitchen and service staff?

Corporate catering has changed. Guests expect more flexibility and service, especially in hybrid working environments with flexible break times and shorter stays. Kitchen and service staff, on the other hand, face the challenge of meeting growing demands with scarce resources. The key lies in digital solutions that take the pressure off both sides.

Digital table service with qnips: How it works in everyday life

Whether it’s a spontaneous meal or a planned lunch break, digital table service can be adapted to the guests’ individual situations. The entire process runs via the qnips app or the order kiosk – digitally, contactlessly, and effortlessly. Guests have three different options for being served at their table:

✅ Order directly at the table via QR code

1. First, take a seat and scan the QR code display at the table.
2. You can choose a dish from the menu, which opens in the qnips app.
3. The order is automatically assigned to your seat.
4. The food is served directly to your table.

✅ Pre–order & assign upon arrival

• Do you order via the app or portal before your lunch break? Upon arrival, select your seat, scan the QR code, and your order will be assigned.
• The kitchen will immediately know which table the meal should be brought to.

✅ Order kiosk with table number function

• If you do not have access to the qnips app, you can order at the order kiosk.
• The table number is either entered or scanned via QR code.
• Here, too, the order is assigned automatically.

What added value does digital table service offer for everyone involved?

By using an optimized system, everyone involved in company catering benefits equally:

• For managers, this means better planning, more efficient processes, and optimized guest distribution in the cafeteria—which leads to higher capacity utilization without any additional personnel costs.

• Kitchen and service staff experience structured organization in the serving area, reduced error rates thanks to clear table assignments, and noticeable relief due to fewer queries.

• Guests also enjoy advantages: shorter waiting times, a convenient and contactless ordering experience, and flexible use – whether spontaneous or planned in advance.

A typical canteen visit – only smarter

It’s 12:30 p.m. in the canteen. Julia comes out of her meeting, orders her food on the go via the app, and simply scans the QR code at her table. No queuing, no balancing trays – she leans back, and shortly afterwards her food is brought directly to her seat. Whereas lunch breaks used to start with waiting, now they start with a relaxed click. The kitchen works in a more structured way, the service is more targeted – and Julia really enjoys her break as a break.

Conclusion: Where convenience meets efficiency

Digital table service offers real added value for guests, kitchen and service staff, as well as for operations managers. It creates more comfort for visitors, reduces waiting times, and makes the lunch break more relaxed—without any additional effort for the staff. At the same time, it ensures structured processes in the kitchen, more efficient planning, and reduces stress during peak times.

Especially in times of labor shortages, this is a smart solution for creating a better guest experience with fewer resources.

In this article, you can find out more about the new Vytal reusable system, which is now seamlessly integrated into the qnips app! This makes it even easier to avoid single-use waste – without a deposit. Order, pay and use reusable. Not only will you save a lot of disposable food in your canteen, you can also easily integrate reusable food into existing processes. Find out more about the benefits of this new integration here!

Sustainability meets digitalisation

The catering industry is facing major challenges: Legal requirements to reduce single–use packaging and the increasing demand from guests for sustainable solutions make it necessary to offer environmentally friendly alternatives. This is exactly where the integration of Vytal and qnips comes in! Together, you can offer your guests in company catering a digital and convenient deposit-free reusable solution.

Why reusable systems are the future

In Germany alone, over 280.000 tonnes of packaging waste from the take-away and delivery sector ends up in the bin every year. This is not only ecologically questionable, but also economically inefficient. Many companies are faced with the challenge of offering sustainable packaging solutions without complicating their operations. Digital reusable systems such as Vytal offer an efficient solution that has so far saved over 19 million items of disposable packaging:

• No more disposable packaging – less waste, more sustainability

• Easy handling without a deposit for customers and restaurateurs

• Digital management of reusable containers via the qnips app

• It goes without saying that reusable packaging guidelines and laws are taken into account

The Vytal x qnips integration – how it works

Thanks to the full integration of the Vytal reusable system into the qnips platform, canteens and guests benefit from a simplified and more positive dining experience. It’s very easy to use: place an order at

1. Guests order as usual via the menu in the qnips app.
2. Activate reusable: With one click in the shopping basket, the Vytal reusable option can be added directly.
3. Scan QR code: The guest scans the reusable containers using the QR code and then the date on which the container was borrowed, the time and the name of the container are noted in the guest’s app.
4. Reminders and overview: The qnips app includes a Vytal category that provides timely information about the return date so that no containers are forgotten to be returned.
5. Enjoy and return: After use, the containers can be easily returned to the canteen. If the guest does not adhere to the return date, the caterer has the option of claiming a fine via the tracking system. The return rate is over 99%, which shows that guests are willing to take responsibility – if the process is simple. This system also ensures good planning for the caterer and makes it easier for guests to make a long return journey thanks to the integrated return system in the canteen.

Advantages for canteens & guests

The integration of qnips makes using the Vytal reusable system even more convenient.

For corporate caterers:

• Sustainable packaging solution integrated directly into the ordering system

• Reduced logistics costs thanks to transparent container flows

• Increased customer loyalty thanks to a modern sustainability strategy

• Reduced waste disposal costs for events

For guests:

• Convenient, deposit–free reusable system

• Sustainable choice at no additional cost

• Hassle-free reuse thanks to the straightforward process

• Convenient, fast, hygienic – and completely deposit-free

• Thanks to the user–friendly qnips app, no additional app is required

The ideal reusable solution for working from home or eating outside of canteen hours

The reusable containers are also ideal for transport and eating at home. Guests can select a dish in the canteen and add the Vytal reusable box in the app so that the box can simply be borrowed and returned later.

The alternative is consumption outside canteen opening hours, where the reusable boxes can be integrated into intelligent collection boxes and are available for collection at any time and deposited in an environmentally friendly way.

Enjoy sustainably now – become part of the solution!

The future of catering is digital and sustainable – and now even easier with the qnips X Vytal integration! Take the opportunity to enjoy your favourite food in an environmentally friendly way and become part of the reusable revolution. The figures show: It works – and in real everyday life. Anyone who opts for reusable food today is not only acting sustainably, but smartly. It saves resources, reduces costs and leaves a positive footprint.

Every piece of packaging saved counts. Every return makes a difference. And together we can change the system.