A quote to price by menu and head count, a deposit to request and a balance not to forget, extra staff booked twice on the same evening without anyone noticing until the day itself: the event caterer moves from a wedding to a conference carrying details that, one day, end up costing dearly. This application keeps the file for each event, prices quotes and calculates a forecast margin, without ever replacing the kitchen work or the sales decision.
Who the application is for
For the event caterer organising weddings, conferences, cocktail parties and private receptions, who wants priced quotes, deposit-then-balance invoicing and a view of margin, alongside the planning of their events, their extra staff and their logistics.
What the application does
- Builds a quote from a menu formula and the number of guests, with free option lines and a percentage deposit; only one quote can be accepted per event.
- Invoices the accepted quote in two stages, a deposit then a balance, without ever allowing the same amount to be invoiced twice.
- Shows a forecast margin per event, comparing the accepted quote to the estimated ingredient cost and staff cost.
- Follows up, through an activity created without duplicates, a quote sent that got no reply beyond a delay you set.
- Shows the allergens declared on each dish, carried through to the menu and then to the event, for information only.
- Refuses to book the same extra staff member twice on overlapping time slots, even across two different events, and refuses to commit more equipment than the stock holds on overlapping dates.
- Shows a dashboard with average margin, the month's turnover, the quote conversion rate and events where staffing or logistics remain incomplete.
Day to day
- Create the event with its customer, date, venue and number of guests.
- Assign extra staff by role and schedule, and complete the logistics checklist with the equipment needed.
- Build the quote from a menu and the number of guests, add your options, then send it; its acceptance confirms the event.
- Invoice the deposit on acceptance, then the balance after the event.
- Print the detailed quote or the service sheet, and track margin and turnover on the dashboard.
What the application does not do
- It does not handle extra staff payroll: no casual work contract, no pre-employment declaration.
- It does not keep a food safety control plan or a batch traceability tool, and the allergen display remains informative, never a regulatory declaration: always check your obligations with a qualified professional or the rules in force.
- It does not calculate any quote by automatic optimisation: pricing remains assisted, and a menu's options are not carried over to a quote on their own.
- It does not keep advanced multi-event management accounting, and the deposit requested at booking is an expected amount, not a tracked payment.
Free and full editions
The free edition keeps events and their planning, menus with their allergens, extra-staff assignment without double booking, and the logistics checklist with its limited equipment stock. The full edition installs on top with nothing to re-enter, and adds priced quotes, deposit-then-balance invoicing, forecast margin, automatic quote follow-up, the dashboard and the two PDF exports (quote, service sheet).
Getting started
Build your menu catalogue with the price per guest and the estimated ingredient cost, declare your equipment stock and your extra-staff contacts, then set the default deposit and the quote follow-up delay.
Going further
To find out whether this application suits your business and how to activate it, compare the plans or write to us.