Catering Software for Quotes, Menus and Event Staff, Described Not Coded

Mythex lets a catering company build its own quoting tool, client portal, event calendar and staff scheduling by describing them in chat. Each event keeps its menu, guest count, dietary list, staff and equipment on one record, from the first enquiry to the final invoice.

What a catering business needs to keep straight

Every event is a one-off with the same moving parts. An enquiry comes in, and before you write a menu you need to know the date is free and the guest count is worth it. Then comes a tasting, a proposal with packages, a deposit, and weeks of changes to numbers and dietary requirements, right up to the deadline you hoped the client would respect. Behind the scenes, freelance chefs and servers need confirming for summer Saturdays, chafing dishes and linens need reserving, and the venue's kitchen has its own rules. Many caterers rebuild each quote from scratch in a document, which is slow and makes prices drift.

• Quotes built from saved menu packages with per-head pricing
• Date holds that expire without a deposit
• A firm deadline for final numbers and dietary lists
• Freelance staff availability and call times per event
• Equipment reserved per event and counted back in
• Quoted versus actual food cost

What you can build for catering companies

Proposals from saved menus, with three tiers

Store your menus and packages once, then build a quote by picking an event type, guest count and package. Staffing, equipment hire and travel go on separate lines, dietary adjustments are listed, and the quote carries a validity date because food prices move. Offering three tiers lets the client choose rather than haggle.

Build a quoting tool for my catering company. I keep menu packages with a per-head price (canapés, buffet, three-course plated). A quote picks event date, venue, guest count and up to three package options, adds staff, equipment hire and travel as separate lines, lists dietary adjustments and has a 30-day validity date. The client sees it online and picks an option.

A client portal with a final-numbers deadline

Clients log in to see their menu, timeline, invoices and venue details. They can update guest numbers and upload the dietary list until the deadline you set, after which the fields lock and changes come through you. The cutoff is what lets you order food and book staff with confidence.

Build a client portal for catering events. Clients see their menu, event timeline, invoices and venue access times, and can edit the guest count and dietary list until 10 days before the event, then those fields lock.

Tastings and date holds that do not linger

Couples book tastings into set sessions, and a date hold expires automatically if no deposit is marked as received. A daily event limit based on kitchen and staff capacity stops you accepting a fourth Saturday wedding you cannot cook for.

Build a booking system for my catering company with tasting sessions on Tuesday and Thursday evenings, date holds that expire after 7 days unless a deposit is recorded, and a maximum of 3 events per day.

Event staffing with call times and travel

Assign chefs, servers and bartenders to each event with call times that include travel to the venue. Freelancers give their availability for the season in spring, then log in to accept or decline offered shifts, and the event's staffing list updates as they do.

Build staff scheduling for catering events. Freelance chefs, servers and bartenders mark which dates they are available for the season, I offer shifts per event with call time and travel time, and they accept or decline from their phone.

Equipment reserved per event

Track chafing dishes, platters, glassware and linens by quantity, reserve them for an event so overlapping dates see what is left, and count them back in the day after. Missing platters are noticed while the venue still remembers your event.

Build an equipment tracker for my catering company: items with quantities, allocations per event that reduce availability for overlapping dates, and a check-in count after each event that flags anything missing.

Invoices that follow the guest count

Deposits, interim payments and the final balance are tied to the event date. Per-head lines recalculate when final numbers are confirmed, and service charges, staffing and equipment hire appear separately so the food price stays comparable.

Build catering invoicing with a deposit at booking, a second payment 30 days before and the balance after final numbers. Per-head lines recalculate from the confirmed guest count; staff, equipment and service charge are separate lines.

From quote documents to one event record

Start by entering your current menus and packages, the part you retype most. Then take your next five enquiries through the quoting tool instead of a document and compare the time it takes. Once a quote is accepted, the same record becomes the event: menu, guest count, timeline, staff and equipment. Keep a venue list too, with kitchen equipment, power, access times and loading bay, so each new event at a familiar venue starts with what you learned last time.

• Load menus and packages first
• Quote, event and invoice on one record
• Venue notes reused across events

Food cost after the event, not just at quoting

Menus drift as suppliers change prices. Log actual food and staff costs per event and ask for a dashboard comparing them with the quoted figures, alongside events booked by month for the year ahead and enquiry conversion by event type. A dozen weddings of actuals tells you when a package needs repricing.

Questions

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