Catering

Plenty of event enquiries land, yet nobody knows which quote is still waiting.

Rocketly links wedding, corporate meeting and private party catering enquiries from WhatsApp, email, Instagram and web forms to a single client record. Guest count, menu choice, tasting appointment and contract status stay on one screen.

Where a Catering Quote Loses Its Thread

Event enquiries arrive by corporate email, WhatsApp and Instagram, and no shared record shows which version of which quote was actually sent to whom.

Guest count, date and menu change three times while the quote is being built, and nobody is sure whether sales or the production kitchen holds the current number.

A tasting is arranged by phone and never reaches a calendar; after the tasting, following up is nobody’s job, so the quote quietly goes cold.

On corporate work the contract, deposit and invoicing thread disappears into email, and on event day the agreed terms are remembered differently across the team.

Equipment lists, staffing numbers and delivery times sit in chat, so the operations crew learns the non-menu details at the very last moment.

Which Channels Bring Catering Enquiries to You

Corporate Email

Company events, launch cocktails and meeting hospitality mostly arrive from a procurement team by email, and the thread accumulates on one company record.

WhatsApp Business

Weddings, private parties, tasting arrangements and last-minute guest-count changes mostly run here; reminders are scheduled with approved template messages.

Instagram DM and Story Replies

Clients who see event presentation photos usually DM. Story replies land in the same conversation, so the first contact is not lost.

Website Quote Form

A form that asks guest count, date and event type turns a visitor straight into a client record with the brief already filled in.

Ads and Lead Forms

Campaign lead-form records sync into the CRM with their source, so you can see which campaign turned into a quote.

Referrals and Event Partners

Introductions from planners, venues and photographers are logged with a source tag, so the report shows which partner brings work.

From Enquiry to Tasting: What Rocketly Runs for a Caterer

Collect Event Enquiries in One Inbox

Corporate email, WhatsApp Business and a personal line, Instagram DM, Telegram and web forms merge onto one screen. Rocketly supports 12 channel types; the company decides which ones stay open.

Give the Quote Process a Stage

Build your own stages: Enquiry → Brief Taken → Quote in Progress → Quote Sent → Tasting → Contract → Event Day. The board shows how many days each quote has waited and who owns it.

Guest Count, Date and Menu Brief on One Record

Write guest count, event date, venue, service style, budget range and dietary restrictions into custom fields; when the brief changes, the new version is tracked on the same record so the team reads one number.

Quotes, Contracts and Invoices

Turn menu lines and per-head pricing into a PDF quote, share it through a client-specific link and follow view and approval status. Contracts and invoices are stored on the same record.

Tasting Appointments and the Calendar

Plan tasting sessions in the appointment module and let the client pick a slot from a shareable page; records sync with Google Calendar and reminders go out with company approval.

Corporate Accounts and Annual Agreements

Keep the procurement contact, payment terms and past events under a company record; for accounts on an annual agreement, set recurring quotes and a periodic check-in rhythm.

Logistics and On-Site Coordination Checklists

Attach equipment, vehicles, service staff and delivery times to a task list where every step has an owner and a status. The physical transport itself stays with your crew and your haulier.

Post-Event Feedback and References

As soon as the event ends, a feedback form and thank-you draft are prepared and approved by the team; negative feedback becomes a complaint task, positive feedback joins the reference list.

Quote and Event-Type Reports

With 38 ready-made report types, judge from your own data which channel converts to a quote and which event type converts to a contract.

Ready to bring the customer communication you connect into one shared workspace?

Configure your process, team and connected sources at a pace that fits your operation.

What AI Handles in a Catering Quote — and Where It Stops

AI can prepare drafts and summaries from conversation context; your team decides what is shared with customers.

Drafts Replies and Emails

Produces drafts for corporate responses, quote cover notes and tasting invitations from your knowledge base; the account owner edits and decides whether to send.

Summarizes a Long Brief Thread

Summarizes menu and budget exchanges spread over weeks so whoever builds the quote sees guest count, date and restrictions without rereading.

Helps Classify the Enquiry

Suggests a wedding, corporate meeting, launch or cocktail tag from the conversation context and helps route it to the right account owner; the team confirms the tag.

Makes No Menu or Pricing Call

AI does not compose menus, declare allergens or set per-head pricing on its own. Those decisions belong to your chef and account owner, and the authority to send client-facing text stays with the team.

How an Event Quote Moves Through Your Catering Company

01 · CONTROLLED HANDOFF

From a corporate hospitality enquiry to a signed contract

A procurement lead emails asking for pricing on "a launch cocktail for a hundred"; the message lands in the inbox and a company record opens.

Brief fields are filled in: guest count, date, venue, service style, budget range and dietary restrictions all go on one record.

Menu options are prepared as a quote and shared through a client-specific link; the record moves to Quote Sent.

When your chosen interval passes, a follow-up task opens for the account owner; client questions continue on the same record.

On approval, contract and deposit documents are attached and an operations task list is created for event day.

Planning a tasting and following what happens after it

A client reviewing the quote asks for a tasting; a session is planned in the appointment module and syncs to Google Calendar.

Approved and rejected dishes are noted on the record, the menu brief is updated and the new version is tracked in place.

A thank-you and a revised quote are drafted after the tasting; sales edits the text and decides when it goes out.

If the decision drags, the record waits at the Tasting stage and a reminder task opens for the owner.

Three-way coordination on a wedding: couple, venue and planner

The couple’s enquiry is attached to a record with venue, guest count, service timing and alternative menu preferences.

Messages with the venue manager and the event planner run on the same record, so decisions accumulate in one history.

Menu, cocktail hour and cake details become quote lines; the approved version is linked to the contract.

During event week the equipment, staffing and delivery checklist opens as tasks with named owners.

Winning back last year’s corporate client

Corporate clients whose cycle is due are listed as a segment based on their last event date.

A follow-up sequence prepares the re-contact draft; the team approves the wording and the send list.

Companies that reply move to Brief Taken; those that do not get a second-contact task.

Repeat business is tracked in your own report, broken down by event type and client industry.

Automations Built Around a Catered Event

Use these examples to discuss triggers, owners and review points before configuring your own process.

Receiving a New Event Enquiry

So a brief from a connected channel never sits unowned

Trigger: a new conversation opens on a connected channel or the quote form is submitted.

Condition: if an event-type tag is present, route it to the matching account owner.

Action: move the record to Brief Taken, open tasks for missing fields and prepare a reply draft.

If nothing goes back within your chosen interval, notify the team lead.

Following a Quote That Has Gone Out

So a waiting quote does not quietly go cold

Trigger: the record moves to the Quote Sent stage.

Condition: no reply arrives from the client within your chosen period.

Action: open a follow-up task for the account owner and prepare a reminder draft; the team approves the text.

If the client asks for a tasting, move the record to Tasting and open a booking task.

Event-Week Operations Check

So the non-menu details do not reach the crew at the last minute

Trigger: the event date approaches.

Action: open the equipment, vehicle, staffing and delivery checklist as tasks with named owners.

Condition: if the latest guest count differs, notify production and the account owner.

When the event ends, prepare the feedback form and thank-you draft; the team decides when it goes out.

Recommended Connections for Catering Companies

Connect native channels directly, or use a webhook for an existing tool — each card makes Rocketly’s role clear.

WhatsApp Business API

Native connection

Client threads, template messages and tasting reminder planning

Email (IMAP/SMTP)

Native connection

Attaching the corporate quote thread to the company record

Google Calendar

Native connection

Two-way sync of the tasting and event calendar with the team

LinkedIn Ads

Lead source

Corporate event campaign records arriving with their source

Google Sheets (Import)

One-time import

Transferring an existing corporate client and event list

Paraşüt

Native connection

Linking invoice and collection records to the pre-accounting side

Where a Catering Company Starts the Rollout

Use these steps to review your process, responsibilities and permissions before going live.

Define the company profile and the sales team

Create sales, production and operations users; use roles to limit who sees which client record, quote and conversation.

Build the quote stages

Name the Enquiry → Brief Taken → Quote in Progress → Quote Sent → Tasting → Contract → Event Day flow the way your business actually runs.

Prepare the brief fields and the quote form

Open custom fields for guest count, date, venue, service style, budget range and dietary restrictions, then mirror the same questions on your website quote form.

Connect channels and fill the knowledge base

Connect corporate email and WhatsApp; write service styles, minimum guest counts, service areas and cancellation terms into the knowledge base.

Build and test the first three flows

Try new-enquiry intake, quote follow-up and the event-week checklist on sample records before opening them to live client communication.

Set reports and clarify the system boundary

Open channel, event-type and season reports. Production planning, costing and haulage systems keep running in parallel; Rocketly is the quote and communication layer.

The Rocketly Capacity Behind Your Catering Operation

Channel types where event enquiries arrive

Templates for quote and tasting follow-up

Report types covering quote and event pipeline

Interface languages for corporate and overseas clients

The operational examples on this page are not guaranteed outcomes. What is available and how it performs depend on your process, connected sources, permissions and team use.

Catering CRM — Questions Caterers Ask

Rocketly is a CRM layer for client communication and the quote pipeline: event enquiries from connected channels attach to a client record, the guest count and menu brief live in one place, tastings are scheduled, contracts and invoices are stored, and the process is reportable. It does not take the place of your production planning, costing or haulage systems; it works next to them.

Yes. Connected sources such as WhatsApp Business, a personal WhatsApp line, Instagram DM, Telegram, email over IMAP/SMTP and your web form appear in the same inbox. Rocketly supports 12 channel types in total; which ones you can open depends on your account configuration and plan.

Guest count, date, venue, service style and dietary restrictions are stored as custom fields on the record; when the brief changes, the new version of the quote is prepared from the same record and the previous one stays in the history. Sales and production read the same number, and it is visible which version actually reached the client.

Yes. The appointment and online booking module lets you plan tasting sessions and share a page where the client picks a suitable slot. Appointments sync with Google Calendar, reminders are scheduled and sent with company approval, and the notes taken during the tasting accumulate on the same client record.

The contracts module and document templates let you prepare your corporate texts and follow signature and approval status from the record; invoices issued through the invoicing system are stored on the same company record. The pre-accounting add-on helps with collection follow-up, but it is not an official ledger or tax filing tool.

Equipment lists, vehicles, staffing numbers and delivery times are set up as tasks and checklists, with an owner and a status per step visible on the event record. The physical transport and on-site operation stay with your crew and your haulier; the product includes no GPS field tracking or route planning.

No. AI produces assisting output only: conversation summaries, a consolidated view of a long brief and reply drafts based on the knowledge base you wrote. Menu composition, allergen declarations and food-safety decisions are the company’s responsibility. Final review of client-facing content and the authority to send it stay with your team.

Workflow Builder ships with 55 templates and offers 46 trigger types. You can build flows for a quote that has gone unanswered for a chosen period, post-tasting follow-up, an event-week checklist and season-opening re-contact, all on your own intervals.

There is a permanently free plan and no credit card is requested at sign-up; there is no trial-period concept. AI reply drafting, advanced workflows and some channel connections sit in paid plans. The pricing page compares which feature belongs to which plan so you can scale with the size of your sales team.

Related Industries

Similar workflows — you might also be interested.

Restaurants

Dining-room bookings and special-occasion menus handled by the same team.

Online Food

Corporate hospitality and recurring meal subscriptions managed the same way.

Photography

A date-driven booking business working on the same event calendar.

Ad Agency

A frequent partner on corporate launch and event budgets.

Catering Companies

See Exactly Where Your Catering Quotes Are Waiting

Keep the brief, the quote and the post-tasting step in one workspace.

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Plenty of event enquiries land, yet nobody knows which quote is still waiting.

Where a Catering Quote Loses Its Thread

Which Channels Bring Catering Enquiries to You

Corporate Email

WhatsApp Business

Instagram DM and Story Replies

Website Quote Form

Ads and Lead Forms

Referrals and Event Partners

Support Catering Companies work without giving up control

Reply drafts

Configured actions

Review stays with you

Human handoff

Research Catering Companies prospects with a reviewable process

Research by criteria

Review the context

Start the record deliberately

From Enquiry to Tasting: What Rocketly Runs for a Caterer

Collect Event Enquiries in One Inbox

Give the Quote Process a Stage

Guest Count, Date and Menu Brief on One Record

Quotes, Contracts and Invoices

Tasting Appointments and the Calendar

Corporate Accounts and Annual Agreements

Logistics and On-Site Coordination Checklists

Post-Event Feedback and References

Quote and Event-Type Reports

What AI Handles in a Catering Quote — and Where It Stops

Drafts Replies and Emails

Summarizes a Long Brief Thread

Helps Classify the Enquiry

Makes No Menu or Pricing Call

Everything You Need in One Platform

Find the right demand

Keep every response in context

Turn follow-up into momentum

How an Event Quote Moves Through Your Catering Company

From a corporate hospitality enquiry to a signed contract

Planning a tasting and following what happens after it

Three-way coordination on a wedding: couple, venue and planner

Winning back last year’s corporate client

Automations Built Around a Catered Event

Receiving a New Event Enquiry

Following a Quote That Has Gone Out

Event-Week Operations Check

Recommended Connections for Catering Companies

Where a Catering Company Starts the Rollout

The Rocketly Capacity Behind Your Catering Operation

Catering CRM — Questions Caterers Ask

01What does Rocketly do as quote-tracking software for a catering company?

02Do enquiries from WhatsApp and corporate email land in one place?

03How do quotes stay current when guest count and menu change?

04Can I schedule tastings from here?

05How are corporate contracts and invoices tracked?

06Can I track logistics, equipment and service staff?

07Does the AI suggest menus or assess allergens?

08Is there a ready-made automation for quote follow-up?

09Is there a free plan, and is a card required?

Related Industries

See Exactly Where Your Catering Quotes Are Waiting

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