What CaterFlow AI actually does
Admin work that runs itself
CaterFlow AI is a suite of automations built for small catering businesses. We handle the repetitive jobs — quotes, invoices, reports, follow-ups, staffing and ordering — so you can get back to food, customers and growth.
Every automation in one place
Quotebot — automatic catering quotes
Turn an enquiry email or form into a branded, itemised quote in seconds instead of ~40 minutes.
- Reads event type, guest count, menu choices and dietary requirements
- Applies your pricing rules, mark-ups and package logic automatically
- Sends a branded PDF quote with your logo, terms and expiry date
- Follows up politely if the customer doesn't reply
Invoice follow-up that pays for itself
Stop chasing unpaid invoices on Friday afternoons. The system sends scheduled reminders and flags overdue accounts.
- Connects to Xero, QuickBooks or MYOB
- Sends polite, escalating reminder emails in your voice
- Escalates to you only when a customer replies or disputes
- Saves roughly 2.75 hours per week for a busy catering kitchen
Food safety & WHS reporting
Generate incident reports, temperature logs and cleaning records without writing a word.
- WHS incident reports from a short description — ~78 minutes saved each
- Food safety records aligned with FSANZ expectations
- Auto-files records with dates, signatures and corrective actions
- Keeps you audit-ready without the Sunday-night paperwork
Staffing & employee onboarding
Match shifts to crew, send offers and onboard new hires without the back-and-forth.
- Staffing Agent matches available staff to event rosters
- Sends SMS or email offers and tracks acceptances
- Onboarding collects TFN, super, policies and inductions in one flow
- Reminds new hires about missing documents before their first shift
Inventory & supply ordering
Know what you're short of before you run out, and draft supplier orders automatically.
- Tracks usage against upcoming events and par levels
- Drafts orders for your regular suppliers with quantities and prices
- Flags unusual spend and price movements
- Learns your order cadence so suggestions get better over time
Customer service agent
Answer routine enquiries 24/7 and never lose a lead because you were on a job.
- Replies to common questions about menus, pricing, dietary needs and availability
- Escalates complex enquiries to you with full context
- Captures every lead and adds it to your follow-up sequence
- Speaks in your brand voice — friendly, professional, local
Google review follow-up
Automatically ask happy clients for reviews after a successful event.
- Triggers a review request a day or two after each event
- Sends only to customers who gave positive feedback
- Includes a direct link to your Google Business profile
- Builds your local search presence while you sleep
Post-event reporting
Close out every job with a clear wrap-up — covers, costs, feedback and notes for next time.
- Collates actual spend, wastage and staff hours
- Summarises customer feedback and any incidents
- Suggests improvements for future events
- Files the report where your team can find it instantly
How it works
Discovery call
We map your current admin workflow — quoting, invoicing, reporting, onboarding — and identify the biggest time drains.
Build & connect
We connect your email, calendar and accounting software, then configure each automation around your real templates and processes.
Run & refine
Your automations go live. We monitor outputs, tune the wording and add new agents as your business grows.
What the automations actually save
~40 min
per urgent enquiry quote
Basis: median time caterers spend reading an enquiry, checking availability, building a quote PDF and sending it.
~2.75 hrs
per week on invoice follow-up
Basis: checking aged receivables, drafting reminder emails and chasing responses each Friday.
~78 min
per WHS incident report
Basis: interviewing staff, formatting the report, attaching evidence and filing with management.
Not sure where to start?
Most caterers begin with either Quotebot or the Full Package. Book a free automation audit and we'll map the fastest wins in your business.