CaterFlow AI
The catering OS that runs your business while you run the kitchen.
From client enquiry to paid invoice — quotes, follow-ups, reports and onboarding handled automatically. 86 the spreadsheets and get 10+ hours back every week.
Tell us about your business and we'll send back your top 3 time-wasting tasks with a personalised automation plan. Yours to keep, no strings attached.
Or try the live Quotebot demoNew here? Start with what CaterFlow AI actually is
The automation adviser
Describe your admin headaches and get an instant match to the CaterFlow automations that save you the most hours.
Get my recommendations →The product
The nine automation agents we build for your catering business — quoting, invoicing, compliance, staffing, stock and more.
See what we build →The services
What CaterFlow AI does for you day to day — the admin work that runs itself, explained plainly.
Explore the services →The pricing
Quotebot from A$2,000/month or the Full Package at A$5,000/month — GST included, no setup fee, month to month.
See pricing →A day in your kitchen. Pick what just went wrong.
Tap a scenario and watch exactly how CaterFlow AI handles it — no sign-up required.
Quotebot
Enquiry in at 7:45am. Quote out before your coffee.
A client wants a 30-person lunch tomorrow with vegan and gluten-free options.
- Quotebot reads the email and pulls your menu, pricing rules and dietary add-ons.
- It builds a branded quote with itemised food, staff and travel costs.
- You hit send — or let it go out automatically.
45 min → 5 min
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 does that actually mean?
$14,400 a year is enough to…
- Cover a casual for every big weekend event.
- Take two full weekends off every month.
- Upgrade the gear that keeps breaking mid-service.
Free 1-page plan emailed to you.
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.
"We were writing post-event reports until 10pm every Sunday. CaterFlow AI cut that to 10 minutes. 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.
"The invoice follow-up alone paid for the subscription. We collected an extra $8,000 in overdue invoices in our first month — without a single awkward phone call."
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.
"New staff used to shadow me for three days. Now they hit the ground running in one. I don't have to repeat myself anymore."
Three missions. Zero busywork.
We don't sell features — we finish jobs. Pick the mission that hurts most and see what your crew handles.
Quotebot — Automatic Quote Generator
Turn a brief enquiry into a professional, branded catering quote in seconds. Faster replies win more bookings.
Google Review Follow-Up
Turn happy clients into 5-star reviews with friendly, timed messages that make leaving feedback effortless.
Customer Service Agent
Answer common client questions instantly — even after hours — so leads stay warm and clients stay happy.
Event Feedback Follow Up
Automatically collect and respond to guest feedback after every event — nothing slips through.
Quotebot alone, or the full kitchen co-pilot?
Quotebot fixes your quoting speed. The Full Package fixes your entire business — and it still includes Quotebot.
| Feature | QuotebotA$2,000/mo | CaterFlow AI Full PackageA$5,000/mo |
|---|---|---|
| Automatic quote generation | ||
| Invoice follow-up system | ||
| Post-event reporting | ||
| Google review follow-up | ||
| Customer service agent | ||
| Employee onboarding | ||
| Staffing agent | ||
| Inventory reminders | ||
| Supply ordering system | ||
| Food safety report generator | ||
| WHS incident report generator | ||
| Xero / QuickBooks / MYOB sync | ||
| Dedicated setup & ongoing support |
Not sure which fits? Get my free 1-page automation plan instead.
How CaterFlow AI compares
Honest, side-by-side breakdowns — including when the other tool is genuinely the better pick for your business.
| Tool | What it is | Best for | Advertised price | Full comparison |
|---|---|---|---|---|
| CaterFlow AI vs Tripleseat | Event sales & booking CRM | Venues with a dedicated events sales team | From ~US$125/mo per venue | Compare |
| CaterFlow AI vs HoneyBook | Freelancer client-management suite | Solo creatives and single-operator service businesses | From ~US$36/mo | Compare |
| CaterFlow AI vs Deputy | Workforce scheduling & time tracking | Businesses whose main problem is rostering and award compliance | From ~A$6/user per month | Compare |
| CaterFlow AI vs 7shifts | Restaurant scheduling & team communication | Restaurants scheduling around a POS and sales forecast | Free tier, then from ~US$34.99/mo per location | Compare |
| CaterFlow AI vs SafetyCulture | Inspection & WHS checklists | Multi-site operations running structured inspection audits | Free tier, then from ~US$29/user per month | Compare |
| CaterFlow AI vs FoodDocs | HACCP & food safety compliance | Food producers who need a standalone certified HACCP system | From ~US$84/mo, commonly ~US$299/mo for full food safety | Compare |
| CaterFlow AI vs MarketMan | Inventory & purchasing management | Multi-site kitchens managing tight food-cost margins | From ~US$179/mo per location | Compare |
| CaterFlow AI vs Curate | Proposal & event design software | Florists and event designers selling visually rich proposals | Quote-based, typically several hundred US$/mo | Compare |
| CaterFlow AI vs Function Tracker | Australian event & venue management | Australian venues managing function bookings and run sheets | From ~A$99/mo | Compare |
| CaterFlow AI vs ChefPauly | Catering quoting & costing tool | Chefs who want fast menu costing and quoting on a budget | Low monthly subscription | Compare |
How it works
Getting started takes four steps. After that, each automation runs the same simple, repeatable flow — without you touching it.
Getting started, step by step
From first details to live automations in under two weeks — about 90 minutes of your time in total.
- 1
Fill in your best contact details on the site
Leave your name, email and phone number so we can reach you. It takes less than a minute and there is no obligation.
- 2
Get your automation blueprint
You receive a written plan listing which automations to switch on first, the hours each one saves, and the expected monthly return.
- 3
We build and connect your automations
We set everything up against your existing tools — email, accounting platform, and menu or pricing files. You do not write a line of code or change how you work.
- 4
Go live and review the numbers
Your automations run in the background from day one. We check the results with you, tune the messaging, and switch on the next automation when you are ready.
What each automation does, once you're live
- 1
Enquiry lands — A client enquiry arrives via email, your website form, or a phone note — no re-typing needed.
- 2
Quotebot drafts the quote — Quotebot builds a branded quote from the event details, your menu, and your pricing rules, including staff, travel and dietary add-ons.
- 3
Review and send — You skim the quote and hit send — or let it go out automatically so the client hears back first.
- 1
Mark the event complete — Flag the event as delivered or set the deposit date — that is the only manual action.
- 2
The invoice is issued — CaterFlow AI generates and sends the invoice inside your accounting platform with the right line items and terms.
- 3
Reminders run until paid — Friendly follow-ups go out on a schedule until payment lands, then stop automatically so nobody gets chased twice.
- 1
Enter the event details — Add attendance, temperatures, staffing notes and any incidents — from your phone, straight after the event.
- 2
AI writes the report — Post-event, food safety, or WHS incident reports are generated instantly in a consistent, compliant format.
- 3
Store or share the PDF — Download a professional PDF for the client or auditor, or keep it filed in your records automatically.
- 1
Add the new team member — Enter their name, role and start date — nothing else is required from you.
- 2
Onboarding runs itself — They receive a structured checklist, policy documents, reminders and training prompts on a timed sequence.
- 3
Get the ready-to-work update — You get a progress summary showing what is complete and when they are 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
How it works
See exactly how CaterFlow AI runs your admin
A quick walkthrough of how the automations work in practice — from the enquiry coming in to the paperwork filing itself.
Got a question first? Message us.
Send us a note and a real human (usually Tim) replies within 1 business day with a straight answer.
- No bots, no drip-feed sales sequence — just a reply.
- Ask about pricing, integrations, or whether we can automate your specific mess.
- Prefer answers right now? Our AI assistant is always on.
86 the spreadsheets. Take your weekends back.
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.
Annual Compliance Calendar for caterers
Every month of the year mapped to the food safety, WHS, staffing and finance jobs that catch small catering teams out. One page, printable, no email required.
Want it in writing instead? Get your free 1-page automation plan instead.
What the automations actually save
These are modelled estimates, not client results. They show where the hours go today and what disappears once the work runs itself.
~40 min
saved per urgent enquiry quoted
Modelled on a manual quote built from scratch in email. Your figures will differ.
~2.75 hrs
saved per week on invoice follow-up
Modelled on a 10-person team running 25 events a month.
~78 min
saved per WHS incident report
Modelled on a manual report written up and filed after the event.
Frequently asked questions
- What does CaterFlow AI actually automate for a catering business?
- CaterFlow AI automates the admin that eats your week: quotes, invoice follow-up, post-event reports, feedback and Google review requests, employee onboarding, food safety and WHS incident reports, inventory reminders, supply ordering, staffing and customer service replies.
- How much time can a small catering team save?
- Most owner-operators get back 10+ hours a week once quoting, invoice chasing and reporting run automatically.
- Does CaterFlow AI work with QuickBooks, Xero or MYOB?
- Yes. Invoice automation syncs customers, invoices and payment status with QuickBooks, Xero or MYOB, so your accountant sees the same numbers you do.
- How long does setup take?
- We build and launch your first automations within about two weeks of receiving your workflow details — you don't configure anything yourself.
- How much does CaterFlow AI cost?
- The CaterFlow AI Full Package is A$5,000 per month and includes every automation, the build, and ongoing support. Most caterers cover it with the hours saved and the extra jobs won from faster quoting.
- Am I locked into a long contract?
- No. It's a month-to-month subscription you can cancel any time from your billing portal — there's no lock-in period and no exit fee.
- Do I need to be technical to use it?
- Not at all. We build, connect and test every automation for you. You keep working in the tools you already use — email, your accounting software and your phone — and the admin just stops landing on your plate.
- Is my client and staff data kept secure?
- Yes. Your data is stored in encrypted Australian-accessible cloud infrastructure, access is limited to the automations you approve, and we never sell or share your client lists with anyone.
More questions? Read the full FAQ.