CRM and business software · Hospitality & Events
CRM for Catering Companies
Menus, headcounts, tastings and dietary notes in one system — so the kitchen cooks for the number the client confirmed, not the number in the first email.
Free forever for up to 3 users. Paid plans from $199 a month.
What goes wrong, and what we do about it
A catering order is never final until it is. The menu is agreed at the tasting, the headcount drifts until the guarantee date, and the allergy list arrives the week of the event in a forwarded message. The kitchen, the service captain and the driver each work from their own copy, and the one detail that did not reach all of them is the one the client remembers.
The problem
The headcount changes after the proposal, and the kitchen preps for the old number.
In Kompot.ai
Keep the guaranteed headcount and its deadline as fields on the client and revise the estimate when the number moves. The confirmed count is written into the event's job, so the chef and the service captain read the same figure on their phones.
The problem
A guest's nut allergy is mentioned once, in a message nobody forwarded to the kitchen.
In Kompot.ai
Dietary notes go on the client's record and into the event's job, with the banquet event order attached as a file. Email, WhatsApp and calls sit in one history, so a late change is seen by whoever opens the job.
The problem
A proposal with three menu options goes out and the client goes quiet.
In Kompot.ai
Build each proposal as an estimate from your price list of per-person menus, stations, bar packages and staffing. You see when the client opened it, and an estimate left unanswered raises a follow-up task for your sales manager.
The problem
Tastings are arranged over a week of emails and end up clashing with event days.
In Kompot.ai
Put your tasting times on the online booking page and send the link. The couple picks a free slot, the tasting appears on the shared calendar next to that week's events, and the dishes they chose are noted on the opportunity afterwards.
The problem
The deposit was taken, but the final balance is chased after the plates are cleared.
In Kompot.ai
Send the deposit as its own invoice with a payment link. When the final headcount is in, the balance goes out as a second invoice, and one that is still open after its due date is flagged as overdue.
How one order runs
From an event inquiry to the last plate served
An event inquiry comes in
A call or a website chat message creates the client. You record the event date, the venue, the service style — buffet, plated, stations — and an estimated headcount.
Proposal and tasting
Send the menu proposal as an estimate priced per person. The client books a tasting on your booking page and approves the final menu online.
Contract, deposit, final count
The catering contract is signed electronically and the deposit invoice is paid by link. Before the guarantee date a workflow asks the client for the final headcount and dietary needs.
Event day and balance
The event is a job with the venue address, the load-in window, the crew and the event order attached. Afterwards the balance invoice is paid through its link.
What you keep on record
- Event and headcount
- Event date, venue, service style, guaranteed headcount and its deadline, as fields on the client.
- Dietary notes
- Allergies, vegetarian, kosher and halal counts and children's meals, on the client and in the event's job.
- Menus and packages
- Per-person menus, stations, passed appetizers, bar packages, staffing and tableware rental in the price list.
- Event orders and contracts
- The banquet event order as a file on the job and the signed catering contract as a document.
Digital employees · Full Service plan
Where an AI employee steps in for Catering Companies
The moment
An office manager messages asking for lunch for a team meeting next week.
The AI employee asks for the date, delivery time, headcount and dietary restrictions, answers from your knowledge base about boxed lunches and order minimums, creates the contact and opens an opportunity for your sales manager to quote.
The moment
A client calls on Saturday evening to add guests to an event next weekend.
The voice agent takes the client's name, the event date and the new headcount and says the office will confirm the change. The summary is saved on the client's record and a workflow creates a task for the event manager.
The moment
A bride asks on WhatsApp whether the caterer received her list of vegan guests.
The AI employee looks up her record and repeats the dietary notes on file. If the list she mentions is not there, it asks her to send it again, keeps it in the conversation and notifies the event manager.
Questions owners ask
- Can I price a menu per person in a proposal?
- Yes. Per-person menus, stations, bar packages and staffing are items in your price list. In the estimate you set the quantity to the headcount, send it, and see when the client viewed and approved it. The approved estimate converts into the invoice.
- How do I handle headcount changes after the contract is signed?
- Keep the guaranteed headcount and its deadline as fields on the client and update the estimate or the invoice when the number moves. A scheduled workflow can ask the client for the final count ahead of the deadline.
- Does it plan kitchen production or purchasing?
- No. Kompot.ai does not turn a menu into prep sheets or a shopping list, and it does not count ingredients. It covers the client side: inquiry, proposal, contract, the event job for the crew, invoice and payment.
- Can I bill a weekly office lunch contract automatically?
- Yes. A standing corporate order can be billed as a subscription invoice, weekly or monthly, with a payment link. Menu changes for a given week are agreed in the conversation with the office manager, which is saved on their record.
What it costs
Free for up to 3 users, with every feature: bring your own AI. $199 a month adds our built-in AI and moving your data over. $499 a month: we set everything up and support it every month.
Related industries
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