How it works
No jargon, no black box. Here's exactly what each CaterFlow AI agent does day to day — and the parts you always stay in control of.
1 of 9 · Quoting
When a new enquiry arrives — by email, your website form, or a phone note you jot down — Quotebot reads the event details, applies your menu, packages and pricing rules, and drafts a branded, itemised quote in seconds. If the customer goes quiet, it follows up politely on a schedule you set.
What you still control: You can review every quote before it sends, or let trusted quote types go out automatically. Your prices, your wording, your call.
2 of 9 · Getting paid
Connects to your Xero, QuickBooks or MYOB account. When an invoice goes overdue, it sends friendly, escalating reminders written in your voice — and stops the moment payment lands, so nobody gets chased twice.
What you still control: You only step in when a customer replies or disputes a charge. The agent never argues on your behalf.
3 of 9 · Compliance
Describe an incident in two sentences — from your phone, on site — and the agent turns it into a formatted, signed WHS report with corrective actions, filed where your team can find it.
What you still control: You approve the final report before it's filed. Nothing is submitted to anyone without your sign-off.
4 of 9 · Compliance
Temperature logs, cleaning records and delivery checks are generated and filed automatically, aligned with FSANZ expectations — no more Sunday-night paperwork before an audit.
What you still control: You still take the readings; the agent does the recording, formatting and filing.
5 of 9 · People
Matches your available crew to upcoming event rosters, sends shift offers, tracks who accepted, and runs new-hire onboarding — TFN, super, policies and induction in one timed sequence.
What you still control: You decide who gets offered which shifts. The agent handles the chasing and the paperwork.
6 of 9 · Stock
Tracks stock usage against your upcoming events, flags what you'll run short of, and drafts supplier orders with quantities and prices ready for your approval.
What you still control: No order is ever placed without you approving it first.
7 of 9 · Enquiries
Answers routine questions about menus, pricing, dietary needs and availability around the clock — so a 10pm enquiry gets an answer before your competitors wake up.
What you still control: Anything complex or unusual is handed to you with the full conversation attached.
8 of 9 · Reputation
After a successful event, it asks happy clients for a Google review with a direct link — steadily building your local search presence while you sleep.
What you still control: It only asks after events you've marked as successful, and only once per client.
9 of 9 · Reporting
Closes out every job with a wrap-up: actuals vs quote, wastage, staff hours, customer feedback and notes for next time — so each event makes the next one more profitable.
What you still control: Reports land in your inbox automatically; you read them when it suits you.
Try the quote demo — it drafts a real catering quote in seconds, the same way Quotebot would for your enquiries. Or book a free audit and we'll map which agents save you the most hours first.