Stop Losing Hours to Invoice Nightmares Automate Your AP and Reclaim Your Time
Imagine slashing 15+ hours per week on manual invoice entry, cutting errors that delay payments to vendors like your fresh produce suppliers, and boosting your cash flow by 20%—all with a custom AI system built just for your catering workflow.
Join 250+ businesses with streamlined operations and happier teams
The "Invoice Overload" Problem
Chasing paper invoices from event venues and suppliers like florists or linen providers amid rush hours at cocktail receptions
Manual data entry errors spiking during peak wedding season, delaying payments for fresh produce and staffing overtime
Approvals bogged down by scattered emails and texts from on-site staff coordinating last-minute menu changes at banquets
Vendor disputes over mismatched catering invoices for plated meals or buffet setups eating into profit margins
Month-end reconciliation chaos with varying event costs like tent rentals, AV equipment, and off-site kitchen staffing
Cash flow squeezes from late invoice processing for seasonal items like holiday turkeys during off-season lulls
Our Custom AI Invoice Automation: Tailored for Your Catering Rhythm
We've powered AP for dozens of food service pros, turning invoice headaches into seamless efficiency.
Why Choose Us
Let's be honest, catering isn't just about plating perfect meals—it's a whirlwind of events, vendors, and tight deadlines. That's why we build AI systems that fit your exact flow, from scanning invoices at a post-event wrap-up to auto-approving standard supplier bills. No off-the-shelf templates here; we craft it to handle your unique needs, like integrating with your event management tools and accounting software. You're probably thinking, 'Will this really save me time?' Absolutely—our approach eliminates the manual grind, ensuring every invoice is captured, verified, and paid on time, so you focus on what matters: delighting clients and growing your business.
What Makes Us Different:
Unlock Real Time and Cost Wins for Your Catering Ops
Slash Weekly AP Hours by 15+
Slash Weekly AP Hours by 15+: Picture this: instead of your bookkeeper spending afternoons deciphering blurry invoice photos from busy weddings—think smudged bills for 200 plated dinners—AI handles it all. We've seen catering teams reclaim 15 hours weekly, redirecting that energy to menu planning for bigger gigs like corporate galas. That's not just time saved—it's a productivity boost that lets you take on 20% more events without extra hires, especially during summer festival season.
Boost ROI with 25% Faster Payments
Boost ROI with 25% Faster Payments: Here's the thing: delayed invoices mean strained vendor relationships and missed early-pay discounts on essentials like fresh seafood for Friday receptions or linens for elegant galas. Our automation speeds processing, cutting your cycle from days to hours. Clients report a 25% ROI in the first quarter through reduced errors and quicker cash turns—think smoother operations with reliable deliveries and fatter margins during peak wedding weekends.
Cut Costs by 30% on Manual Errors
Cut Costs by 30% on Manual Errors: Manual entry is like a poorly seasoned dish—small mistakes ruin the whole meal. For catering, that means overpaying suppliers for duplicate orders of appetizers or disputing bills for unapproved bar upgrades post-event. Our AI verifies details against your contracts, slashing error-related costs by 30%. One team saved $5K last year alone on avoided duplicates for floral centerpieces and staffing, turning potential losses into reinvestable profits for expanding dessert menus.
What Clients Say
"Before AIQ Labs, our small team was drowning in invoices after every corporate luncheon—manual entry took us two full days a week sorting through bills for boxed lunches and beverage setups. Now, it's automated, and we've cut that to under an hour. Last quarter, we even caught a duplicate from our linen vendor for 150 tablecloths, saving $800. It's like having an extra staffer without the payroll, freeing us up for more client tastings."
Maria Gonzalez
Operations Manager, Flavor Events Catering, specializing in corporate and wedding receptions
"Weddings mean chaos, and invoices from florists and DJs piled up fast, especially with add-ons like custom cake tiers. Their custom system integrates with QuickBooks and our event app perfectly. We went from 12 hours of weekly hassle to almost zero, and our cash flow improved enough to stock up on premium ingredients like heirloom tomatoes without stress. Honestly, it's transformed our end-of-month routine for 30+ events a season."
Jamal Carter
Owner, Urban Feast Catering, focused on urban rooftop and garden weddings
"As a mid-sized caterer, we handle 50+ events monthly, from galas to private dinners, and AP was our bottleneck with varying costs for passed hors d'oeuvres. AIQ built something that auto-flags unusual charges, like that time it spotted an overbill on bar rentals for a 300-guest fundraiser. Saved us 10 hours a week and about $2,500 in the first two months. No more late nights reconciling—game changer for our efficiency during holiday party rushes."
Sarah Lee
Finance Lead, Gourmet Gatherings, managing high-volume event catering
Simple 3-Step Process
Discovery and Mapping
We dive into your catering workflow—event invoicing, vendor quirks, approval chains—to design a blueprint that fits like a glove. No guesswork; it's all about your daily realities.
Custom Build and Integration
Our engineers code the AI from scratch, linking it to your tools for seamless data flow. Test runs ensure it handles real scenarios, like post-wedding bill spikes, without a hitch.
Launch and Optimization
Go live with training for your team, then we monitor and tweak based on your first events. Ongoing support keeps it humming, maximizing your time savings right away.
Why We're Different
What's Included
Common Questions
How does this automation handle the variable invoices from different events?
Great question—catering invoices aren't cookie-cutter; one wedding might have floral surcharges, while a corporate gig adds AV rentals. Our AI is trained on your historical data to recognize patterns, extracting specifics like line items for staffing or decor. It cross-checks against your event briefs to flag anomalies, ensuring accuracy without manual review. For a 50-event month, this means processing hundreds of unique bills in minutes, not hours. We've helped teams like yours reduce disputes by 80%, keeping vendor relationships solid and your focus on flawless execution.
What if our current software doesn't integrate easily?
Integration worries are common in food service, where you're often piecing together POS systems, event planners, and accounting tools. We specialize in custom APIs that create deep, bidirectional connections—no superficial patches that fail under pressure. For instance, we'll link invoice data directly to your inventory tracker, updating costs for things like fresh produce in real-time. The build process includes thorough testing with your setup, so it feels native. Clients typically see full integration in 4-6 weeks, with zero downtime during your peak seasons, turning fragmented tools into a unified powerhouse.
How secure is the system for sensitive vendor and payment info?
Security is non-negotiable, especially with payment details for suppliers who deliver time-sensitive goods. We use enterprise-grade encryption, role-based access, and compliance with standards like GDPR and PCI-DSS, tailored to food service needs. Your data stays in a fortified, custom-built environment—no relying on third-party clouds that could expose event contracts. Features like audit logs track every access, and we conduct regular penetration testing. One catering client noted it gave them peace of mind during a busy conference season, knowing invoices were protected without slowing approvals. It's built to safeguard your operations as tightly as your kitchen hygiene protocols.
Can this scale if my catering business grows quickly?
Absolutely—scaling is what we design for, unlike rigid off-the-shelf options that cap out. If you're ramping from 20 to 50 events monthly, our architecture handles the surge in invoices without performance dips. It's modular, so we can add features like multi-location support for new venues. Built on robust frameworks, it processes thousands of transactions seamlessly. A client who doubled their size last year said it adapted effortlessly, saving them from hiring extra AP staff. We monitor usage post-launch and optimize proactively, ensuring your system evolves with your growth, keeping efficiency high no matter the volume.
What's the ROI timeline for implementing this?
You're right to ask about ROI—time is money in catering. Most clients see payback in 3-6 months through direct savings: 15 hours/week at $25/hour is $1,500 monthly, plus error reductions avoiding $2K+ in annual losses. Our system accelerates vendor payments for discounts, often 2-5% on big orders like uniforms or equipment. For a mid-sized operation, that's a 200-300% ROI in year one. We provide a custom projection during consultation, based on your invoice volume. It's not hype; real teams report feeling the impact immediately, with freed-up time translating to more client wins and less stress.
Do I need technical staff to maintain it?
No tech team required—we handle the heavy lifting. Our solutions are user-friendly, with intuitive dashboards your ops manager can navigate like a recipe app. Maintenance? That's on us through included support, including updates for new vendor formats or tax changes. Training takes just a couple sessions, focusing on your workflow. A small caterer we worked with had zero IT background, yet their team was up and running in a week, processing invoices independently. It's designed for busy pros like you, minimizing upkeep so you stay focused on events, not engineering.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.