CRM for Food Trucks

• The problem

  A wedding inquiry arrives while you are serving a line and is buried by closing time.

  In Kompot.ai

  Facebook Messenger, WhatsApp, email and calls land in one conversation log, and a new number becomes a contact. Every catering request is an opportunity on a board, so after the shift you open the list of unanswered ones instead of scrolling through chats.

• The problem

  Every event quote is typed from scratch: per-person menu, serving hours, travel fee, minimum.

  In Kompot.ai

  Your catering packages, extra serving hours and travel fee are items in the price list. Build an estimate from them on a phone, send it, and see whether the client opened and approved it. An approved estimate turns into the invoice.

• The problem

  Two events get promised for the same Saturday because the schedule is in your head.

  In Kompot.ai

  Each confirmed event is a job with an address, a serving window and who is working it. Jobs show on the shared calendar, which syncs with Google Calendar, so you check the date before you say yes.

• The problem

  Festival applications close in winter, and you remember when the vendor list is already out.

  In Kompot.ai

  Keep each festival organizer as a contact with the application deadline and vendor fee in custom fields. A scheduled workflow creates a task before the deadline, and last year's application and emails are on the same page.

• The problem

  A date is held without a deposit, and the client cancels the week before.

  In Kompot.ai

  Send the catering agreement for e-signature and a deposit invoice with a payment link together. The deposit is its own invoice; the balance follows as a second one due before the event, and an invoice left unpaid is flagged as overdue.

What you keep on record

Event and site details

Address, serving window, headcount, menu and site notes — parking, power, who meets you — on the job for that date.

Organizers and venues

Festival organizers, breweries, office managers and wedding planners as contacts, with deadlines and vendor fees in custom fields.

Agreements and paperwork

The signed catering agreement as a document, and the permit copies an organizer asked for attached as files to the job.

Catering menu and fees

Per-person packages, the event minimum, travel fee and extra serving hours in your price list.

Questions owners ask

Can I quote a wedding or an office lunch from my phone in the truck?

Yes — the whole system runs in the phone's browser. You build an estimate from your catering price list, send it by link, and see when the client has viewed and approved it.

How do I avoid booking two events on the same date?

Put every confirmed event in as a job with its serving window. Jobs appear on the shared calendar and in Google Calendar through the sync, so the taken dates are visible before you answer an inquiry.

Can clients pay the catering deposit and the balance online?

Yes, as two invoices, each with its own payment link: one for the deposit when the date is confirmed and one for the balance before the event. Both are paid by card through Stripe or PayPal, and an overdue one is flagged.

Where do I keep festival deadlines and organizer contacts?

On the organizer's contact: application deadline, vendor fee and event dates in custom fields, emails and files in the history. A scheduled workflow can create a task before each deadline. Vendor fee receipts can be photographed and saved as expenses.