Win more events with instant quote responses, seamless menu customization, guest count tracking, event-day coordination, and post-event follow-upsāall through WhatsApp.
Managing multiple events, changing guest counts, and last-minute requests
Event inquiries need detailed quotes. By the time you calculate and respond, client has already contacted 3 other caterers.
Client changes menu 5 times before event. Tracking latest version, costs, and communicating to kitchen is a nightmare.
"We had 200 confirmed, now it's 250." Last-minute guest additions mean scrambling for ingredients and adjusting pricing.
Advance not paid, balance delayed, final settlement after event takes weeks. Cash flow suffers while you've already spent on ingredients.
Venue changes, setup time shifts, special arrangementsācommunicating with team and client on event day is chaotic.
Happy clients don't think of you for their next event. No system to stay connected or collect referrals.
Automate quotes, menu management, and event coordination
When prospects inquire about catering, instantly share package options, pricing tiers, and what's included based on event type.
Trigger: Message contains "catering" OR "wedding food" OR "event food" Action: Send package catalog with: - Package tiers (Silver/Gold/Platinum) - Per-plate pricing - What's included - Minimum guest requirements - CTA for custom quote
The auto-reply rule instantly responds to catering inquiries with your complete package options. Instead of making prospects wait while you manually respond, they get immediate value with pricing and options. This positions you as professional and responsive, dramatically increasing the chance they'll continue the conversation rather than moving to competitors.
Workflow tip: Create different catalogs for wedding, corporate, and social eventsāeach triggering based on keywords to show relevant packages.
Guide prospects through event details collection: type, date, venue, guest count, dietary requirements, and budget to create custom quote.
Journey: "Event Inquiry Collection" Trigger: Keyword "custom quote" OR "engagement" OR "birthday" Step 1: Ask event type if not detected Step 2: Collect expected guest count Step 3: Ask for event date(s) Step 4: Venue type selection Step 5: Dietary preferences Step 6: Service style preference Step 7: Budget range (optional) Step 8: Save to CRM + notify sales team
This multi-step journey collects all the information you need to prepare a detailed quote. Instead of back-and-forth messages asking one question at a time, the structured flow gathers everything efficiently. Each response is saved to the contact's CRM profile so your team can prepare an accurate quote immediately.
Workflow tip: Set up an internal notification when inquiry is complete so your team can prioritize hot leads with upcoming event dates.
After sending detailed quote, automatically follow up with testimonials, photos from similar events, and time-limited discount.
Sequence: "Quote Follow-Up" Trigger: Tag "quote_sent" added Day 1 (after quote sent): - Check-in message + similar event photos Day 3: - Client testimonial + early booking discount Day 5: - Limited-time offer expiry reminder Day 7: - Final follow-up + invite for tasting session Exit: When status changes to "Booked" or "Lost"
Prospects often delay decisions while comparing caterers. This automated sequence keeps you top-of-mind without feeling pushy. Social proof (photos, testimonials) builds trust, while time-limited offers create urgency to book. The sequence automatically stops when you mark the deal as won or lost.
Workflow tip: Include a tasting session invite in later messagesāmeeting in person dramatically increases conversion.
Once booked, guide clients through detailed menu selection with item options, chef recommendations, and cost implications.
Journey: "Menu Selection" Trigger: Status changed to "Booked" Step 1: Starters selection (based on package) Step 2: Main course selection Step 3: Breads & rice selection Step 4: Desserts selection Step 5: Live counters selection (if included) Step 6: Beverages selection Step 7: Generate final menu + cost summary Step 8: Request confirmation Each step: Save selections to CRM custom fields
Menu finalization is typically the most back-and-forth part of catering. This structured journey walks clients through each course systematically, showing options relevant to their package. Chef recommendations add value, and upgrade options (premium items) increase order value naturally. Everything is documented automatically.
Workflow tip: After menu is finalized, automatically generate a PDF menu card and send for approvalāreduces misunderstandings.
Automatically remind clients about booking advance, 50% pre-event payment, and final settlement with payment links.
Sequence: "Payment Milestones" Trigger: Status = "Booked" Milestone 1 - Booking Advance: - Day 0: Invoice + payment link - Day 2: Reminder if not paid - Day 4: Final reminder + offer to discuss Milestone 2 - Pre-Event (50%): - 15 days before: Invoice with deadline - 10 days before: Reminder - 7 days before: Urgent reminder Milestone 3 - Final Settlement: - Event day +1: Final invoice with adjustments - Event day +3: Reminder - Event day +7: Final follow-up
Cash flow is critical in cateringāyou buy ingredients before receiving full payment. This sequence ensures timely collection at each milestone: booking advance to confirm, pre-event payment to cover costs, and final settlement post-event. Payment links make it easy for clients to pay immediately.
Workflow tip: Integrate with your accounting software to auto-update payment status and stop reminders once paid.
Allow clients to update guest count with automatic recalculation of costs and confirmation of changes.
Rule: "Guest Count Update" Trigger: Message starts with "UPDATE COUNT" Action: 1. Parse new guest count 2. Calculate revised cost 3. Update CRM contact field 4. Send confirmation with: - Change summary - Revised estimate - Impact on menu - Deadline reminder 5. Notify operations team
Guest counts always changeāthis is catering reality. Instead of phone calls and manual calculations, clients can update via WhatsApp with a simple command. The system automatically recalculates costs, shows the impact, and records the change. This creates a clear audit trail and ensures pricing is always accurate.
Workflow tip: Set a final count deadline and enforce the late-change fee policy automatically to avoid day-of surprises.
3 days before event, start sending finalization checklist, setup requirements, and venue coordination details.
Sequence: "Pre-Event Coordination" Trigger: 3 days before event_date field Day 1 (3 days before): - Finalization checklist + venue requirements Day 2 (2 days before): - Setup plan + team arrival timing Day 3 (1 day before): - Final confirmation + supervisor contact Event Day: - Morning reminder + weather update (if outdoor) - Status updates during setup
Pre-event coordination often gets chaotic with last-minute calls and confusion. This automated sequence ensures nothing is missedāboth for your team and the client. The checklist approach puts clients at ease knowing everything is under control, while giving your operations team clear timelines.
Workflow tip: Create a separate internal sequence that notifies your kitchen and setup team with their specific responsibilities and timing.
On event day, send status updates to client: team departure, arrival at venue, setup progress, and service readiness.
Rule: "Event Day Updates" (Manual Triggers) Supervisor uses quick-reply buttons: Button: "Team Departed" ā Send: Team left from kitchen Button: "At Venue" ā Send: Setup team arrived Button: "Setup Complete" ā Send: Buffet ready update Button: "Food Arrived" ā Send: Hot food delivered Button: "Service Started" ā Send: Food service begun Each triggers pre-formatted update to client
Clients hosting events are stressedāthey want to know everything is under control without constantly calling. Your supervisor uses simple buttons to trigger pre-written status updates. The client stays informed, feels cared for, and can focus on their guests instead of worrying about food logistics.
Workflow tip: Train supervisors to send updates at key milestonesāit takes seconds but dramatically improves client experience.
After event, send thank you, collect feedback, request Google reviews, and offer referral incentives.
Sequence: "Post-Event Follow-Up" Trigger: Event date + 1 day Day 1: - Thank you + quick feedback request + final bill Day 3: - If no feedback: Reminder with incentive - Photo gallery if taken Day 5: - Google review request + referral code Day 7: - Payment reminder if balance pending Day 14: - "Future event" check-in for repeat business
The day after the event, when the experience is fresh, is the best time for feedback and reviews. This automated sequence captures testimonials while enthusiasm is high, collects payments promptly, and plants seeds for future bookings. The referral code turns happy clients into lead generators.
Workflow tip: Create a "VIP Client" segment for repeat customers with exclusive early-bird access to peak season dates.
Send targeted campaigns for wedding season, corporate events season, and festivals to past clients and leads.
Campaign: "Wedding Season 2025" Audience: - Past wedding clients (for referrals) - Leads who didn't convert (re-engagement) - Wedding date field = 2025 Schedule: June-August (booking season) Content: - Early bird benefits - Price lock guarantee - Social proof (reviews, photos) - Scarcity (dates filling) - Clear CTA Similar campaigns: - Eid Corporate Events (Sept) - New Year Party Packages (Nov) - Summer Weddings (Feb-March)
Strategic campaigns during booking seasons capture demand before competitors. Wedding bookings happen 6-8 months in advanceāreach engaged couples when they're actively planning. The combination of early-bird benefits, price lock, and date scarcity creates urgency to book now rather than wait.
Workflow tip: Segment your past client listāwedding clients are likely to have anniversaries, birthday parties, and know other couples getting married.
Track every event from inquiry to completion and payment
CRM Lite add-on: +$10/mo on Pro plan, included in Business
Win more events and manage them seamlessly
| Capability | Starter ($29) | Pro ($99) | Business ($470) |
|---|---|---|---|
| Package catalog sharing | 3 packages | 10 packages | Unlimited |
| Inquiry collection flow | Basic form | Multi-step journey | Custom fields |
| Quote follow-up automation | Manual only | 3-message sequence | Smart timing |
| Menu selection journey | - | Basic flow | Multi-course with upgrades |
| Payment milestone reminders | Manual | Automated sequence | Multi-milestone |
| Guest count tracking | Basic update | Auto-recalculate | With deadline enforcement |
| Pre-event coordination | - | 3-day sequence | 7-day sequence |
| Event day updates | - | Manual triggers | Milestone-based |
| Post-event automation | Thank you only | Feedback + referral | Full sequence |
| Team members | 2 | 5 | 15 |
Prices in USD. View pricing in your local currency ā
Caterers handling multiple events monthly need the Pro plan. Multi-step inquiry flows capture all details, automated quote follow-ups improve conversion, menu selection journeys reduce back-and-forth, and payment milestone reminders improve cash flow. 3-day pre-event sequences ensure smooth execution while post-event automation drives referrals.
Start with Pro PlanJoin caterers across India converting more inquiries and delivering seamless events through automated communication.