Stop Losing Hours Chasing Invoices After Every Wedding and Corporate Gig Automate It All with AI Built Just for You
Imagine reclaiming 15-20 hours per week from manual invoicing, slashing costs by 30%, and boosting your team's focus on what matters—delivering unforgettable events.
Join 200+ businesses with streamlined operations and real ROI
The "Invoice Overload" Problem
Manual data entry of plated meal counts and vendor receipts after back-to-back weddings eats into prep time for the next event
Inaccurate invoicing for variable costs like seasonal produce markups or last-minute dessert upgrades leads to payment delays from picky corporate clients
Chasing digital approvals from overbooked event managers for cocktail hour add-ons slows down cash flow during busy conference seasons
Lost invoices amid on-site chaos from buffet spills and rushed client sign-offs cause revenue leaks on high-volume galas
Seasonal staffing shortages during peak wedding season amplify billing errors on custom cake tiers and floral centerpieces
Manually integrating caterer-specific add-ons like open-bar liquor tabs and linen rental fees into accounting software is a nightmare for multi-venue setups
Your Custom AI Invoice Engine, Tailored to Catering Realities
We've powered invoice automation for over 50 food service operations, turning event-driven chaos into predictable efficiency.
Why Choose Us
Here's the thing: catering isn't cookie-cutter. Your invoices juggle custom menus, last-minute add-ons, and client tweaks that off-the-shelf tools just can't handle. At AIQ Labs, we build a custom AI system that plugs directly into your workflow—scanning event contracts, extracting line items from supplier receipts, and auto-generating bills that match your exact pricing tiers. No more spreadsheets buried in email threads. We're talking a unified dashboard where you track everything from plated dinners to dessert upgrades, all synced to your accounting software. Let's be honest, this isn't about slapping on a generic app; it's about owning a system that grows with your business, saving you hours weekly and cutting those pesky errors that hit your bottom line.
What Makes Us Different:
Unlock Time and Cost Wins That Fuel Your Catering Growth
Reclaim 15+ Hours Weekly for Event Magic
Reclaim 15+ Hours Weekly for Event Magic: Picture this—after a whirlwind of corporate luncheons, you're not bogged down entering appetizer quantities from vendor PDFs. Our AI scans and categorizes everything in under 60 seconds, freeing your team to experiment with new sauce recipes instead. One busy caterer we partnered with slashed their 20-hour reconciliation weeks to 4 hours, ramping up event bookings by 80% and delighting clients with fresher, more innovative menus.
Slash Costs by 30% with Error-Free Billing
Slash Costs by 30% with Error-Free Billing: Those sneaky manual slip-ups on variable costs—like fluctuating seafood prices or surprise AV setup fees—can lead to heated client disputes and lost deposits. Our AI is trained on your exact menu pricing and auto-scales for add-ons like upgraded hors d'oeuvres, catching mismatches before they hit the invoice. Payback hits in 3-6 months via fewer refunds and quicker payments—imagine recovering $2,000 per quarter from underbilled bar services alone, just like our clients do.
Boost Cash Flow for Scaling Your Operations
Boost Cash Flow for Scaling Your Operations: In the fast-paced world of catering, where summer festivals demand upfront ingredient buys, smooth cash flow keeps your kitchen humming. Our system triggers instant invoices right after the last guest leaves, pulling from your event calendar to include exact headcounts and beverage upsells, and syncs with tools like QuickBooks for seamless approvals. No more 2-week waits—clients settle up in days, letting you stock up on peak-season produce without dipping into savings. Partners report 25% revenue jumps, funding everything from new chafing dishes to extra vans.
What Clients Say
"Before AIQ, our team drowned in spreadsheets tracking entrée portions and linen costs after every corporate gala—wasting 12 hours weekly. Now, the AI auto-extracts from our digital order forms and event photos, cutting billing errors by 50%. That alone saved us $4,500 in last-minute adjustments during Q2's busy season."
Maria Gonzalez
Operations Director, Elite Events Catering Co.
"Peak wedding months were invoice hell with endless tweaks for signature cocktails and dessert bars. Their AI adapted to our mobile app workflows in just two weeks, enabling on-site approvals via tablet. We trimmed payment cycles from 10 days to 4, stabilizing cash flow for fresh herb sourcing during June rushes—total game-changer."
Tom Reilly
Founder and Head Chef, Riverside Wedding Caterers
"Doubted custom AI at first, but post-setup, our lean team manages double the cocktail receptions without burnout. It pulls buffet station data straight into QuickBooks, eliminating duplicate entries for staffing fees. This shift let us prioritize plating perfection, boosting client NPS scores by 20% in the last six months."
Sarah Patel
CFO, Urban Feast Mobile Catering
Simple 3-Step Process
Discovery and Mapping Your Workflow
We dive into your catering operations—event types, billing quirks, and tools like your POS or CRM. This isn't a template; we map every detail to build something that fits like a glove.
Custom AI Build and Integration
Our engineers craft the AI from scratch, training it on your data for accurate invoice capture and automation. We integrate deeply with your systems, ensuring smooth data flow without disruptions.
Testing, Launch, and Ongoing Optimization
We test rigorously with real event scenarios, launch seamlessly, and monitor performance. As your business evolves—like adding new menu lines—we tweak the system to keep efficiency high.
Why We're Different
What's Included
Common Questions
How does this custom automation handle variable costs in catering events?
Great question—catering invoices often fluctuate with last-minute changes like extra guests or menu swaps. Our AI is trained on your historical data to recognize patterns, automatically calculating adjustments for things like per-plate pricing or overtime fees. For instance, if a corporate event adds a dessert bar, the system pulls from your pricing database, updates the total, and routes for approval—all without manual input. We've built this for real scenarios, ensuring accuracy even in chaotic wedding rushes. Setup takes just a few weeks, and it integrates with your existing tools to keep everything synced. The result? Fewer disputes and faster payments, saving you hours of reconciliation each week.
What's the typical ROI timeline for catering companies using this?
You're probably thinking about the investment payback, and honestly, it's quicker than you'd expect. Most catering partners see a full ROI within 3-6 months through slashed manual hours—think 15-20 saved weekly at $25/hour labor cost—and reduced errors that previously led to 5-10% revenue loss. One client recovered their setup cost in four months by accelerating collections on 50+ events. We tailor the build to your volume, so high-season operators see even faster gains. Plus, as your business scales to more gigs, the system's efficiency compounds, turning it into a growth engine rather than just a cost-saver.
Can it integrate with my current accounting and event software?
Absolutely, integration is our specialty. Whether you're using QuickBooks for accounting, CaterTrax for events, or even Google Sheets for tracking, we create deep, two-way connections that make data flow effortlessly. No more copy-pasting supplier receipts into separate systems. The AI pulls event details directly, generates invoices, and pushes payments through— all in real-time. We've handled setups for diverse tools in food service, ensuring no disruptions during peak times. If your stack is unique, we map it custom, so you own a unified system that eliminates the 'tool juggling' frustration common in catering.
How secure is the system for handling sensitive client payment info?
Security is non-negotiable in catering, where client data like credit details mixes with event contracts. We build with enterprise-grade encryption, compliant with PCI standards and GDPR for international gigs. Access is role-based—chefs see only ops, finance gets full billing views—and we include audit logs for every change. Unlike off-the-shelf apps, our custom code avoids third-party vulnerabilities. In practice, this means peace of mind during busy seasons, with automatic backups and failover to keep invoices accessible even if you're on-site at a remote venue. We've audited similar systems for food service partners, ensuring they withstand the daily grind without leaks.
What if my catering business grows or changes menus frequently?
Catering evolves fast—new seasonal menus or expanding to weddings from corporates—and our systems are designed to adapt. The AI learns from your updates, so adding a vegan option or new venue just requires a quick retrain, not a rebuild. We include ongoing optimization in our partnership, monitoring performance and tweaking for efficiency. For example, if you scale to 100 events monthly, the automation handles the volume without hiccups, auto-scaling resources. Partners often tell us this flexibility has let them pivot during trends like farm-to-table surges, maintaining that 30% cost reduction even as operations grow.
Do I need technical staff to maintain this after launch?
No, that's the beauty of our approach—we build it so your team, even without tech experts, can run it smoothly. The interface is intuitive, like your event planner app, with simple toggles for approvals or reports. We provide training tailored to catering workflows and include a support portal for any tweaks. Maintenance? Our engineers handle backend updates remotely, ensuring it stays optimized without pulling you from the kitchen. One owner shared they spent zero time on IT post-launch, reclaiming focus for client relations. It's ownership without the hassle, perfect for lean teams in food service.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.