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.
On a free 30-min audit call we'll identify your top 3 time-wasting tasks and build you a personalised automation plan. Yours to keep, no strings attached.
A day in your kitchen. Pick what just went wrong.
Tap a scenario and watch exactly how CaterFlow AI handles it — no sign-up, no sales call.
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. No call required.
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 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 call to live automations in under two weeks — about 90 minutes of your time in total.
- 1
Book your free automation audit
Spend 30 minutes walking us through your week. We map every repetitive task — quoting, invoicing, reporting, onboarding — and show where the hours are going.
- 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
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."
WHS Report demo
Watch a WHS incident report write itself in 60 seconds
No paperwork, no typing up details from a scribbled note. Take the call, hit record, and CaterFlow AI drafts a compliant, signed-off WHS report you can file the same day.
1. The incident comes in
A staff member sends a voice note or a few lines of text from the venue.
2. Details get pulled out
Time, place, people involved and injuries are extracted automatically.
3. The report drafts itself
A compliant WHS incident report is written in your wording, not generic filler.
4. You review and edit
Everything stays editable, so you correct anything before it is locked in.
5. Sign-off and filing
The report is signed off and filed to the right folder with a clear file name.
6. Follow-up actions
Corrective actions and reminders are logged so nothing quietly slips.
Got a question first? Message us.
Not everyone wants to jump straight onto a call — and that's fine. 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 to talk it through?
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.
Not ready for a call? Get your free 1-page automation plan instead.
What caterers say after the admin disappears
4.8 out of 5 from 5 catering business owners
"We were writing post-event reports until 10pm every Sunday. CaterFlow AI cut that to 10 minutes. I got my weekends back."
Sunday nights back
David KalaniOwner, Five Star Feasts · Gold Coast · 8-person team"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."
$8,000 recovered in month one
Maria RussoDirector, Elite Catering Co. · Sydney · 12-person team"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."
Onboarding cut from 3 days to 1
Priya ShahFounder, Harbour Events · Melbourne · 5-person team"Quotebot replies to enquiries before I've even seen them. We're winning corporate jobs we used to lose just because someone else quoted first."
Quotes out in under 5 minutes
Tom NguyenOwner, Bayside Catering · Brisbane · 6-person team"Food safety and WHS paperwork used to be the job I dreaded. Now the reports write themselves and I actually pass audits without a panic week."
Audit-ready compliance reports
Sarah WhitfieldOperations Manager, Coastline Events Catering · Gold Coast · 15-person teamFrequently 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 your free automation audit — 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.