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
Workflow review
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. Compare both plans to find the right starting point for your business.