CaterFlow AI
86 the spreadsheets. Get 10+ hours back & win more gigs.
CaterFlow AI is the back-of-house crew you don't have to pay overtime. It quotes, invoices, chases, reports and onboards — while you plate up and grow the business.
30-minute call · You leave with a personalised plan to keep. No obligation, no sales pitch.
What is your admin actually costing you?
Drag the sliders. See the hours and dollars CaterFlow AI would put back in your pocket.
CaterFlow AI could save you
16 hrs
≈ $1,200 / month
That's $14,400 back in your pocket every year — and roughly 2.0 full workdays a month. What would you do with them?
Sound familiar?
Losing hours to menial tasks
Chasing invoices, writing reports, checking stock manually — draining time you could spend cooking or winning new clients.
Losing clients to slow replies
When a competitor responds faster and looks more professional, the work goes to them.
Wasting money on unused software
Another subscription, another dashboard, another tool nobody on your team actually touches.
CaterFlow AI is for you if…
- You manage a team of 3–15 people.
- You're still running clients through Google Sheets and email threads.
- You know you're losing bookings because your follow-up is too slow.
- You've tried other 'all-in-one' software and it was too complicated to actually use.
The old way vs. the CaterFlow way
Same job. Two very different afternoons.
Post-Event Reporting
Before
Copy-paste guest numbers, wrangle costs, fight with formatting, email a screenshot at 11pm.
After
Type the event name. Get a branded, professionally formatted PDF report in your inbox.
"Reports that used to eat my Sundays now take one prompt. I got my weekends back."
Invoice Follow-Up
Before
Sticky notes, calendar alerts, and that one client you're too polite to nudge again.
After
AI drafts and sends the follow-up in your voice. Escalates gently. You just watch the money land.
"We collected an extra $8,000 in overdue invoices in our first month. Game-changer."
Employee Onboarding
Before
A printed folder, a rushed tour, a Slack message you can't find, and a new hire who's lost by Thursday.
After
Structured checklists, automatic reminders, and the same great intro every single time.
"Our new hires are ready to go in half the time. I don't have to repeat myself anymore."
Three missions. Zero busywork.
We don't sell features — we finish jobs. Here's what your CaterFlow AI crew handles for you.
Mission 1 — Win more gigs, faster
Reply before your competitor pours their coffee.
Mission 2 — Get paid on time, every time
Front-of-house polish for your back-of-house books.
Mission 3 — Run a smoother operation
Keep the team, kitchen and compliance folder in check.
How it works
Four core automations. One simple, repeatable flow each.
- 1
A client enquiry lands via email, form, or phone.
- 2
Quotebot builds a branded quote from event details, menu, and pricing rules.
- 3
You review and send — or let it go out automatically.
- 1
Mark an event complete or set a deposit date.
- 2
CaterFlow AI generates and sends the invoice in your accounting platform.
- 3
Friendly reminders follow up until payment lands — then stop.
- 1
Enter event details, attendance, and any incidents.
- 2
AI generates post-event, food safety, or WHS reports instantly.
- 3
Download a professional PDF or store it in your records.
- 1
Add a new team member and their start date.
- 2
AI sends a structured checklist, reminders, and training prompts.
- 3
You get a progress update when they're ready for their first shift.
Real-world automation examples
See how quotes, invoices, and WHS reporting work in a real catering week — and how much admin time they give back.
- 1
Quotebot reads the enquiry and pulls your menu, pricing rules, and dietary add-ons.
- 2
It builds a branded quote with itemised costs, staff, and travel — automatically.
- 3
You hit send, or let it go out automatically, before you've finished your coffee.
You reply faster than competitors who quote by hand.
- 1
Mark events complete in one place — or let CaterFlow detect completed jobs.
- 2
AI generates every invoice in the right sequence and sends it in your voice.
- 3
Friendly reminders escalate automatically until payment lands, then stop.
Money lands sooner, without the awkward follow-up calls.
- 1
Enter the incident details in plain language — who, where, what happened.
- 2
CaterFlow generates a compliant WHS incident report with photos and witness notes.
- 3
Download the PDF or send it straight to your insurer and safety officer.
You stay compliant, protect your team, and close the loop quickly.
Quote time saved
~40 min
per urgent enquiry
Invoice run time saved
~2.75 hrs
per week
WHS report time saved
~78 min
per incident
Plugs straight into the accounting tools you already use
CaterFlow AI's invoice automation connects with QuickBooks, Xero, and MYOB — so your books stay accurate without double-entry.
• Invoices, deposits, and final balances
• Customer name, email, and billing details
• Payment status and due-date reminders
• Event line items, GST, and reference notes
• CaterFlow AI never stores your accounting credentials
• All financial records live in your accounting platform
• Your bookkeeper or accountant keeps the same workflow
• Reports and audit trails stay untouched
The biggest gripes with today's catering software — solved
Pulled from a 2024 audit of 500+ reviews on Capterra, G2, GetApp and TrustPilot across nine catering software categories. Here's what caterers keep complaining about, and how CaterFlow AI fixes each one.
Leading tools like SafetyCulture glitch between iOS, Android and desktop — reports get lost and permissions confuse staff.
CaterFlow AI takes a 60-second phone submission and drafts a compliant, signed-off WHS report you can file the same day — no app version games.
HACCP tools like FoodDocs start around $84/month — repeatedly flagged as too steep for small caterers.
Food safety reporting is built into your CaterFlow AI subscription, so you get audit-ready HACCP docs without paying for a second compliance platform.
Tripleseat, HoneyBook and friends routinely land contracts and follow-ups in client spam folders — clients never see them.
CaterFlow AI sends from your own domain with proper authentication, so quotes and follow-ups actually arrive in the inbox.
MarketMan is powerful but reviewers hammer its steep setup and painful cancellation process.
We set your par levels and supplier list up for you in week one, and you can cancel any time — no lock-in, no support ticket runaround.
Par-level alerts misfire the moment unit conversions or counts drift out of sync.
CaterFlow AI reconciles counts against actual event usage each week, so alerts stay accurate as your menu and portions change.
Deputy and 7shifts charge per employee — cost explodes when you scale a casual catering team.
Our Staffing Agent is flat-fee inside your subscription, so rostering 5 or 50 casuals costs you the same.
Curate builds beautiful proposals that reviewers say "sit unanswered" because there's no automated follow-up.
Quotebot fires a branded quote in under 5 minutes and auto-follows-up at 24h, 3 days and 7 days until the client replies.
HoneyBook's reporting "doesn't go far beyond surface-level metrics" — you still rebuild the P&L in a spreadsheet.
CaterFlow AI pulls labour, food cost and revenue automatically and hands you a branded event P&L the morning after the event.
Tripleseat users report having to "manually re-enter invoices into QuickBooks" — and invoices still land in spam.
We sync straight into Xero, QuickBooks or MYOB and chase overdue invoices from your authenticated domain — no double entry, no spam folder.
Built for caterers, not corporate giants
Why yet another SaaS tool is the last thing you need.
• Generic templates that don't fit event work
• Weeks of setup before you get value
• You adapt your workflow to the software
• Features you'll never touch, priced in anyway
• Catering-specific workflows out of the box
• Understands event billing, staffing, and food safety
• Onboard in hours, not weeks
• Every feature is one you'll actually use
Real caterers, real hours back
Small catering teams using CaterFlow AI to cut admin time, get paid faster, and win more repeat work.
Gold Coast · 8-person team
“I got my weekends back.”
"We were writing post-event reports until 10pm every Sunday. CaterFlow AI cut that to 10 minutes. My business partner and I actually got our weekends back."
Sydney · 12-person team
“Collected an extra $8,000 in overdue invoices.”
"The invoice follow-up alone paid for the subscription. We collected an extra $8,000 in overdue invoices in the first month — without a single awkward phone call."
Melbourne · 5-person team
“New hires ready to go in half the time.”
"New staff used to shadow me for three days. Now they hit the ground running in one. The onboarding checklists mean I don't have to repeat myself."
My promise to fellow caterers
Tired of admin? I built this for you.
A quick 90 seconds from our founder on why CaterFlow AI exists — and what he promises every caterer who signs on.
86 the spreadsheets. Take your weekends back.
In 30 minutes, we'll build your personalised automation blueprint — 10+ hours a week back and a clear path to more bookings. Yours to keep, whether you work with us or not.
No obligation. No sales pitch. You keep the plan either way.