Every quote rebuilt from scratch in a word processor Per-head pricing recalculated by hand and occasionally wrong Kit going out and not coming back with nothing tracking it Chasing payment on an invoice with no way to pay it online
What usually goes wrong
A day in the life
An enquiry arrives with a headcount and a date. You build the quote from packages and per-head products, send it as a branded document, and it comes back accepted. The order drops into the pipeline, the kit is checked against inventory, the checklist covers the load-out, and the invoice carries a pay link.
How it runs
Every step below writes to the same records. Nothing is typed in twice.
From first contact to closed books 5 steps
- 1
Headcount and date, captured Enquiry
Your own form posts into the pipeline with the fields you actually ask about - covers, dietary requirements, venue, budget.
Sales & Enquiries - 2
Built from packages Quote
Per-head pricing that multiplies against the headcount, bundled into packages you reuse, rather than recalculated by hand and occasionally wrong.
Catalogue - 3
Straight into the order pipeline Accepted
The accepted quote becomes an order with a status, a date and everything the kitchen needs.
Catalogue - 4
Kit checked against inventory Load-out
A checklist covers the load-out, so what goes on the van is what comes back.
Checklists - 5
Invoiced with a pay link After
The invoice carries a durable pay link, and payments land against it in a proper ledger.
Invoicing
Before and after
- Every quote rebuilt from scratch
Reusable packages and per-head pricing - Headcount maths done by hand
Per-head pricing that multiplies itself - Kit going out and not coming back
Inventory and a load-out checklist - Chasing payment by email
A pay link on every invoice
Switched on from the first day
These are the defaults for this kind of business, not a limit. Turn any of them off, or switch on the rest, whenever you like.
- Catalogue
For kitchens, caterers and anyone selling something other than a ticket. Keep your products in one place, bundle them into packages and take orders online.
- Sales & Enquiries
Keep every enquiry in one place, send a branded quote, and follow it through to a confirmed booking, with one record for each client who hires you.
- Invoicing
Branded invoices with line items and tax, a record of what has been paid, and a link the customer can pay from when you want to be paid now.
- Customers
One record for each person who comes through your doors, across every venue you run: what they came to, what they bought and what they agreed to hear from you about.
- Checklists
Reusable checklists with photo proof, due dates and a sign-off, so the standard is the same whether you are there or not.
- Finance
The venue’s own books, apart from the bar’s: what you spent, who you owe, what came in, what each event really made and what the month ahead looks like.
A good fit for
Caterers, mobile bars and event food businesses Anyone quoting per head rather than per ticket Operations moving kit to venues they do not own
Where it is not the answer
If you never quote and simply sell fixed products online, the catalogue and storefront alone may be more than you need. Ask and we will size it honestly.
Do we need the events module?
Not necessarily. Catering accounts default to the catalogue, quoting and invoicing set. Turn events on if you also run your own ticketed evenings.