Serve More Events, Build Corporate Partnerships—All on WhatsApp

Handle inquiries 24/7, collect event details systematically, send professional quotes, coordinate event logistics, and turn one-time wedding clients into repeat corporate partners.

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55%
More event bookings
Automated follow-ups convert inquiries into confirmed events
80%
Reduction in no-shows
Automated reminders ensure guests confirm or reschedule
20 hrs
Saved per week
Auto-replies handle menu questions and booking inquiries
35%
Increase in referrals
Happy event hosts share their experience with friends
The Problem

Challenges Catering Services Face

Inquiry Overload, Details Missing

"I need catering for my wedding." That's all they said. Now you need 50 follow-up questions: date, guests, budget, venue, menu preference, dietary restrictions...

Quote Process Takes Forever

Back and forth for days. "Can you remove dessert?" "Add starters for 50?" Every change means recalculate, resend. Hours wasted on quotes that don't convert.

Late Night Inquiries Lost

11 PM: Wedding inquiry comes in. By morning, they've contacted 5 other caterers. You lost a Rs.3 lakh order because you were asleep when they messaged.

Event Day Coordination Chaos

Day of event: "Where's the cake?" "Starters not arrived?" "Need 20 more plates!" Kitchen, transport, venue staff - all via scattered WhatsApp messages you can't track.

Corporate Clients Don't Return

You catered 3 corporate events for them. Amazing feedback. But 6 months later, they went with someone else. You never followed up, never stayed top of mind.

Reviews Don't Happen

Amazing event, everyone loved the food, hosts were thrilled. But no Google review. 3 months later, can't remember to ask. Your online presence stays weak.

Solutions

10 Ways WhatsApp Automation Grows Your Catering Business

Handle more inquiries, send professional quotes, and turn one-time clients into repeat partners

1

Event Inquiry Auto-Reply

Rule Starter

When someone messages at any hour, instantly respond with your services, specialties, and how to get a quote.

TRIGGER: Any new message OR keywords "catering", "wedding", "event", "party"
ACTION: Send instant inquiry response with services overview
THEN: Tag contact as "New Inquiry"
THEN: Notify Event Manager Kavitha for follow-up
How it works: Instant response captures late-night and weekend inquiries before competitors. Services list helps them identify fit. Experience and scale build credibility. "Reply QUOTE" gives clear next step. Manager notification ensures human follow-up within hours.

Workflow tip: Include photos of your best events in the welcome message to showcase your work quality.
2

Customized Quote Journey

Journey Starter

Collect all event details systematically through guided questions - no more endless back-and-forth.

JOURNEY: Quote Collection
TRIGGER: Customer replies "QUOTE" or "inquiry"
STEP 1: Ask event type (wedding/corporate/party/etc)
STEP 2: Ask date
STEP 3: Ask guest count
STEP 4: Ask which meals (lunch/dinner/both)
STEP 5: Ask food preference (veg/non-veg/mixed)
STEP 6: Ask venue location
STEP 7: Ask budget per plate
STEP 8: Confirm all details in summary
STEP 9: Send menu catalog PDF
STEP 10: Tag "Quote-Requested" + notify Event Manager
How it works: Structured questions collect everything needed in one conversation. Letter options make responses quick and easy. Summary confirms details before handoff. Menu PDF keeps them engaged while waiting. Event Manager gets notification with all details for immediate follow-up.

Workflow tip: Add venue location question to calculate delivery charges and logistics automatically.
3

Booking Confirmation & Advance Payment

Sequence Starter

When a client agrees to book, send immediate confirmation with advance payment details and booking lock-in.

SEQUENCE: Booking Confirmation
TRIGGER: Staff tags contact "booking-confirmed"
IMMEDIATELY: Send booking summary with pricing breakdown
THEN: Send advance payment details and options
DAY +1: If no payment, send gentle reminder
DAY +3: If no payment, send urgent reminder with deadline
DAY +5: If no payment, release booking slot

WHEN PAYMENT RECEIVED:
- Tag "advance-paid"
- Send official booking receipt
- Start event countdown sequence
How it works: Professional booking summary builds trust. Clear pricing breakdown prevents confusion. Multiple payment options make it easy. Advance payment locks in commitment. Automated reminders ensure payment without awkward calls. Receipt confirms their booking is secured.

Workflow tip: Include your cancellation policy in the booking confirmation to set clear expectations upfront.
4

Menu Finalization Sequence

Sequence Pro $99

Guide clients through menu finalization, tasting session booking, and final approvals before the event.

SEQUENCE: Menu Finalization
DAY -30: Send proposed menu based on package
- If "APPROVED" → Send final menu confirmation
- If "CHANGES" → Notify Chef Mohan for modifications
- If "TASTING" → Start tasting booking journey

DAY -25: Send tasting session reminder (if not booked)
DAY -20: Send final menu approval request
DAY -15: Confirm any dietary restrictions
DAY -10: Lock menu - send final confirmation

Throughout: Listen for dietary keywords like "jain", "vegan", "no onion garlic" and flag for Chef
How it works: 30-day timeline gives enough time for changes. Detailed menu helps them visualize. Clear action buttons (APPROVED/CHANGES/TASTING) make decisions easy. Chef notification ensures quick modifications. Final lock prevents last-minute chaos.

Workflow tip: Send menu as both message and PDF - message for quick review, PDF for sharing with family.
5

Event Countdown Reminders

Sequence Pro $99

Keep clients informed with countdown updates at 7 days, 3 days, and 1 day before their event.

SEQUENCE: Event Countdown
DAY -7: Send 7-day reminder
- Request final guest count deadline
- Confirm venue access details
- Request dietary restrictions list
- Send balance payment reminder

DAY -3: Send 3-day confirmation
- Confirm menu finalized
- Confirm staff allocated (servers, chefs, helpers)
- Confirm transport arranged
- Share team contact numbers

DAY -1: Send day-before checklist
- Detailed arrival schedule
- On-site coordinator contact
- Final confirmations
- Reassurance message

EVENT DAY: Send "we're on our way" message
EVENT +1 DAY: Start feedback sequence
How it works: Proactive updates build confidence and reduce anxiety. Action items are clear with deadlines. Team contacts enable direct communication. Detailed schedules remove uncertainty. Day-before message provides final peace of mind.

Workflow tip: Include photos of your team in uniform in the 3-day message so clients recognize them on event day.
6

Day-Before Confirmation

Rule Starter

Send detailed day-before message with arrival schedule, team contacts, and final confirmations.

TRIGGER: Exactly 1 day before event (based on event date in contact)
ACTION: Send day-before confirmation message
INCLUDE:
- Detailed arrival timeline
- Complete team list with roles
- Emergency contact numbers
- Final confirmations
- Reassurance and excitement

THEN: Tag "event-tomorrow"
THEN: Notify all staff team members
How it works: Detailed timeline eliminates "when are you arriving?" calls. Team contacts empower client to reach anyone directly. Staff count shows you're well-prepared. Reassurance message reduces event-day stress. Staff notification ensures everyone is ready.

Workflow tip: Include venue address and parking instructions to help your delivery team as well.
7

Live Event Updates

Rule Pro $99

Send real-time updates during the event as each service milestone is reached.

TRIGGER: Event Manager Kavitha sends code words via staff chat
"ARRIVED" → Send arrival update
"LUNCH-LIVE" → Send lunch service update
"DINNER-PREP" → Send dinner prep update
"DINNER-LIVE" → Send dinner service update
"COMPLETED" → Send event completion message

Alternative: Manual "Send Update" button in staff app for event day
How it works: Real-time updates during the event keep clients informed without them having to call and interrupt. Simple trigger keywords make it easy for on-site manager to send. Shows professionalism and builds trust. Clients can relax knowing everything is on track.

Workflow tip: Train your event managers to send guest feedback in the updates - "Guests are loving the paneer tikka!"
8

Post-Event Feedback Collection

Sequence Starter

Collect feedback the day after the event while it's fresh - route happy clients to reviews, unhappy ones to owner.

SEQUENCE: Post-Event Feedback
DAY +1: Send congratulations + feedback request (1-5 rating)

IF RATING 4-5:
- Thank them
- Request Google review with link
- Share referral program (R1,5000 bonus)
- Tag "happy-client"

IF RATING 1-3:
- Apologize
- Ask what went wrong (food/service/timing/other)
- Owner Suresh will personally call
- Offer compensation/resolution
- Tag "needs-attention"

DAY +7: If 5-star and no review yet, gentle reminder
DAY +14: Final review request
How it works: Day-after timing captures feedback while event is fresh. Simple 1-5 rating makes response easy. Happy clients get funneled to Google reviews. Unhappy clients get personal attention before going public. R1,5000 referral creates strong word-of-mouth incentive.

Workflow tip: Only request reviews after 4-5 star ratings. Never push unhappy clients to leave public reviews.
9

Referral Request Campaign

Campaign Pro $99

Reach out to happy past clients during wedding season asking for referrals with attractive incentives.

CAMPAIGN: Referral Request
TARGET: Contacts tagged "happy-client" + "event-completed" + "rating-5"
TIMING: Before peak wedding season (Jan-Feb for Apr-May weddings)
MESSAGE: Personalized referral request with cash incentive
INCENTIVE: R1,5000 per successful booking
TRACK: Tag new inquiries with "referred-by-[name]"

MONTHLY: Run smaller referral campaigns to all past clients
QUARTERLY: Send corporate client referral requests
How it works: Target only happy clients (5-star ratings). Reference their past event for personal touch. R1,5000 incentive is strong enough to motivate. No limit on referrals encourages multiple referrals. Their referrals get benefits too (10% off, free tasting). Scarcity (sold out dates) creates urgency.

Workflow tip: Track referrals carefully and pay bonuses immediately after booking to encourage more referrals.
10

Corporate Client Re-engagement

Campaign Business

Stay top of mind with corporate clients - quarterly check-ins with subscription offers and event planning.

CAMPAIGN: Corporate Re-engagement
TARGET: Contacts tagged "corporate-client" + "event-completed"
SCHEDULE:
- Q1 (Jan): Reach out in December for Q1 planning
- Q2 (Apr): Reach out in March for Q2 planning
- Q3 (Jul): Reach out in June for Q3 planning
- Q4 (Oct): Reach out in September for Q4 planning

MESSAGE: Quarterly subscription offer + event planning
OFFER: Discounted per-plate rate for quarterly commitment
MENTION: Upcoming industry events they might attend
CROSS-SELL: Daily office lunch program

FOLLOW-UP: 7 days later if no response
How it works: Quarterly timing matches corporate planning cycles. Reference to past event shows relationship. Event type suggestions spark ideas. Subscription pricing creates ongoing partnership and predictable revenue. Industry event mentions show you understand their sector. Daily lunch cross-sell adds recurring revenue.

Workflow tip: Research industry events in your city and mention them in corporate campaigns to show relevance.
CRM

Track Every Client Journey

From inquiry to delivery to repeat corporate partnership

💬
Inquiry
First contact
📋
Quote Sent
Details collected
🍽️
Tasting
Menu approved
✅
Booked
Advance paid
🎉
Delivered
Event completed
🔄
Partner
Repeat/Corporate
Capabilities

What You Can Achieve

Capability Starter
$29/mo		 Pro
$99/mo		 Business
$470/mo
Event inquiry auto-reply ✓ ✓ ✓
Customized quote journey ✓ ✓ ✓
Booking confirmation & payments ✓ ✓ ✓
Menu finalization sequence ✓ ✓ ✓
Event countdown reminders — ✓ ✓
Day-before confirmation ✓ ✓ ✓
Live event updates — ✓ ✓
Post-event feedback collection ✓ ✓ ✓
Referral request campaigns — ✓ ✓
Corporate client re-engagement — — ✓
Customer contacts Up to 500 Up to 5,000 Up to 25,000
Team members 2 5 15

Prices in USD. View pricing in your local currency →

RECOMMENDED FOR CATERING SERVICES

Pro Plan - $99/month

Prices in USD. View pricing in your local currency →

Ideal for caterers handling 15-50 events per month with mix of weddings, corporate events, and parties. Includes advanced sequences, campaigns, and team collaboration.

Up to 5,000 contacts
5 team members
Menu sequences
Referral campaigns
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Small caterers doing 5-10 events/month? Starter Plan ($29/mo) covers inquiries, bookings, and feedback. Large operations with 50+ events? Business Plan ($470/mo) adds corporate subscriptions and unlimited campaigns.

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