Success Story
In Via Köln
More than just software: How IN VIA Köln is Rethinking Everyday Kitchen Life with necta
IN VIA Köln is a specialist association of Caritas and, with over 800 employees and around 160 volunteers, is one of the largest social associations in the city of Cologne.
With around 220 catering days per year and a strong focus on sustainability, the inclusion company IN VIA provides several educational institutions in Cologne with around 6,500 freshly prepared meals per day.
In order to make the kitchen processes more efficient, digital and future-proof, necta was introduced in 2015. Since 2025, IN VIA Köln GmbH has had two further locations focusing on company canteens and conference services.
Initial situation
Before the introduction of necta, everyday kitchen life at IN VIA Köln was heavily characterized by manual processes, in particular Excel spreadsheets in which recipes and orders were managed. If incorrect entries occurred, it was often necessary to search for “a needle in a haystack”. In addition, the management of allergens, the compilation of weekly menu plans in the IN VIA tray logic and the creation of evaluations were very laborious and time-consuming.
“With necta, we have turned the Excel chaos into a clearly structured, digital kitchen process. This not only saves us time, but also ensures reliability in production, allergen labelling and evaluations.”
Mathias RüßlerHead of School Catering at IN VIA Köln
Goals & Decision Basis
The goal was clear: a uniform, digital solution that covers all relevant processes of the IN VIA catering facility, from production to the order to the evaluation. The possibility of central control without restricting the independence of the locations was particularly important to IN VIA. The aim was to make catering more sustainable, transparent and reliable.
Project progress
Two of the three IN VIA Köln locations were successfully converted to necta. From the initial planning to the go-live, the introduction went smoothly, accompanied by training courses and close cooperation.
While one location uses necta today for the complete handling of the conference and coffee service, including delivery times and locations, necta is used in full in the production kitchen at the second location.
Special requirements
The catering work of IN VIA Köln is characterized by social responsibility, sustainability and individual support. The requirements for necta were correspondingly high. The transparent and comprehensible mapping of orders was particularly important to Mathias Rüßler, both for internal customers such as all-day schools and for external partners.
Reliable allergen labelling was also essential. As a bio-certified company, IN VIA also needed a digital solution that efficiently supports compliance with the corresponding standards.
Another important concern was the integration of a central, seasonal purchasing logic: IN VIA pursues a conscious and sustainable approach to food – products such as honeydew melons or strawberries in December should be avoided.
“With necta, we have a digital guardian on our side that helps us to purchase seasonally, responsibly and consistently. This is how sustainability in the kitchen becomes a lived reality.”
Mathias RüßlerHead of School Catering at IN VIA Köln
This consistent purchasing policy has far-reaching effects: It not only creates transparency and clarity for all those involved, but also sensitizes those responsible on site – for example in schools and daycare centers – to the importance of seasonal nutrition and sustainable management. In this way, necta makes an active contribution to raising awareness, among specialists and children alike, and strengthens the value of food and environmental protection in daily actions.
Results & Added Value
Since the introduction of necta, IN VIA Köln has recorded significant efficiency gains and qualitative improvements. Time savings of 30 to 35% were achieved, particularly in labeling, planning and evaluation. Instead of confusing Excel spreadsheets, standardized and comprehensible processes in necta now ensure greater security in everyday kitchen life. The possibility of central purchasing control facilitates strategic procurement and creates scope for sustainable range design.
necta also offers noticeable advantages in everyday life: evaluations and weekly statistics can be called up quickly, menu plans can be evaluated in terms of calculation, so that compliance with the budget becomes transparent during planning. And the system even supports the workflow: Automated reminder emails help to meet deadlines, e.g. B. for menu plan approval, a real added value in daily organization.
“30–35% less time spent on planning and evaluation thanks to necta, that's not just a number, it's a noticeable relief for our team in the hectic everyday work.”
Antonio La RoccaDeputy Head of School Catering IN VIA Köln
The most popular functions at IN VIA Köln
If you ask Mathias Rüßler and Antonio La Rocca about the most used and effective functions of necta, these features in particular crystallize out as real everyday relief:
- Weekly menu plan with calculation It is already clear during planning whether the budget will be adhered to – transparently and at a glance.
- Label printing with tray logic Saves valuable time and reduces errors – a major plus, especially when it comes to allergen labelling.
- Central purchasing control Makes strategic, seasonal and sustainable purchasing plannable – centrally coordinated, locally implementable.
- Evaluations & Statistics Portion numbers, weekly overviews or order numbers can be called up at any time – for full control without additional effort.
User feedback
In the beginning, there was resistance from older employees, but acceptance grew with initial success stories and noticeable relief.
Training requirements
The training effort was easy to calculate. Teams could be trained quickly, many functions are intuitive, especially in combination with my necta, the supplementary ordering and communication portal.
Technical insight
necta is currently connected to the Diamant accounting system. my necta is used for orders and internal communication, which makes processes transparent and efficient. The entire data exchange takes place digitally, a significant step towards reducing manual work and improving data quality. Orders or menu plan approvals can be processed conveniently and comprehensibly via necta.
“Once you see how much easier everyday life becomes with necta, it automatically convinces you.”
Mathias RüßlerHead of School Catering at IN VIA Köln
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Outlook & Conclusion
IN VIA Köln, with Mathias Rüßler and Antonio La Rocca responsible for school catering, is pursuing an ambitious vision for the digital and sustainable further development of its catering facilities. The goal is the complete digitization of all catering processes in order to further increase efficiency, transparency and quality.
At the same time, the integration of sustainability principles is to be even more firmly anchored, both through conscious product selection and through active educational impulses in the institutions supported.
A simple but effective example: The organic apple.
It shows the children that real, ecologically grown fruit does not always look perfect and that this is okay. This creates a basic understanding of natural foods, seasonality and the respectful use of resources.
With this combination of digital control and lived educational work, IN VIA is making an important contribution to a more conscious nutritional culture, even among the youngest.
Another focus is on strengthening the decision-making authority on site, for example in schools and daycare centers, where staff can independently make order quantities or menu plan adjustments. IN VIA’s prospective idea is to produce special diet menus independently in its own kitchen – these are currently still purchased. The search is already underway for reliable suppliers who meet the highest standards in allergen labelling.
With necta, IN VIA Köln has found a solution that not only improves processes, but also makes attitudes visible.
Company
IN VIA Köln GmbH
Industry
Social economy, school & communal catering
Location
Cologne, North Rhine-Westphalia
Areas of application
School catering, conference service