Stop Losing Hours to Manual Event Scheduling and Inventory Chases Reclaim Your Time with Custom AI Automation
Imagine saving 15-20 hours per week on repetitive tasks like confirming client menus and tracking ingredient stock. Our end-to-end automation turns that chaos into smooth operations, boosting your efficiency and letting you focus on what you love: delivering amazing catering experiences.
Join 250+ businesses with streamlined operations and happier teams
The "Catering Chaos" Problem
Endless back-and-forth emails confirming event details like menu selections and handling dietary restrictions such as gluten-free or vegan options for 200+ guests
Manual inventory checks for perishable items like fresh produce or proteins, leading to last-minute scrambles for ingredients before big events
Coordinating deliveries of bulk ingredients and on-site setup schedules for hot/cold food stations across multiple venues without a central hub
Chasing payments and invoices after events while juggling the next booking
Predicting demand for seasonal events like summer weddings or holiday corporate parties based on guesswork for items like seasonal berries or festive hors d'oeuvres
Staff overwhelmed by overlapping event prep for plating, buffet setups, and last-minute allergen checks, leading to burnout during peak wedding seasons
Our Custom-Built AI System for Your Catering Workflow
We've helped over 50 food service businesses ditch fragmented tools for unified systems that actually scale with their events
Why Choose Us
Let's be honest, catering isn't just about the food—it's about nailing every detail without the stress. At AIQ Labs, we build end-to-end automation tailored to your exact needs, from event intake to post-event wrap-up. No more piecing together apps that don't talk to each other. We create a single, owned platform that integrates your booking software, inventory trackers, and client comms into one seamless flow. You're probably thinking, 'How does this fit my quirky setup?' That's why we start with your workflow, mapping out the bottlenecks like those frantic menu tweaks or vendor pings, then engineer AI to handle them automatically. It's like having an extra sous-chef who never sleeps, ensuring your operations run as smoothly as a well-timed plating line.
What Makes Us Different:
Unlock Real Time and Cost Wins for Your Catering Ops
Slash Weekly Admin Time by 15-20 Hours
Slash Weekly Admin Time by 15-20 Hours: Picture this—manual tasks like logging client menu prefs or cross-checking vendor deliveries for fresh herbs steal precious kitchen hours. Our automation zips through event confirmations for plated dinners and auto-generates stock alerts for staples like olive oil, letting your team perfect those flavor profiles instead. One client, a busy wedding caterer, slashed weekly overtime by 40%, transforming those saved hours into an extra 10 events per quarter and ramping up revenue.
Achieve 3-5x ROI in Under 6 Months Through Efficiency Gains
Achieve 3-5x ROI in Under 6 Months Through Efficiency Gains: Upfront costs might give you pause, but think about dodging over-orders of pricey seafood that end up wasted. We customize the system to slash manual errors in portion forecasting by 80%, trimming food waste costs by 25% and accelerating payments from corporate clients. A mid-sized caterer with 50 annual events recouped our setup fees in just four months, thanks to 15% more bookings from streamlined ops and glowing reviews.
Boost Staff Productivity and Reduce Burnout During Peak Seasons
Boost Staff Productivity and Reduce Burnout During Peak Seasons: Those brutal catering rushes, juggling mise en place for multiple galas, can wear anyone down. Our AI handles the grunt work—like real-time tracking of delivery vans for chilled desserts or automated reminders for final headcounts—so your team skips the admin shuffle and nails the on-site execution. The payoff? Teams report 30% less stress, with no-show rates dropping to 2%, ensuring flawless service at high-ticket weddings and boosting tips by 20%.
What Clients Say
""Before AIQ, coordinating a single 150-guest wedding meant drowning in emails about cocktail hour apps and nut-free desserts—now the system auto-sends confirmations, flags dietary tweaks, and even suggests upsells like extra charcuterie based on RSVPs. We saved 12 hours a week last peak season and squeezed in 20% more events without hiring extras.""
Maria Gonzalez
Operations Manager, Savory Events Catering (specializing in upscale weddings in Chicago)
""Inventory forecasting was a total game-changer during our holiday party rush. No more eyeballing salmon fillets for 300 guests; it analyzed our last 50 events, factored in weather trends for outdoor gigs, and auto-ordered just enough—slashing waste by 50% on proteins alone. ROI kicked in after three months, proving this tech truly tames catering's seasonal frenzy.""
Jamal Reed
Owner, Urban Feast Caterers (boutique service for corporate and holiday events in New York)
""Chasing invoices used to drag on for weeks after big corporate buffets. Their automation syncs seamlessly with QuickBooks, auto-flags overdue payments on 100+ guest events, and drafts polite follow-ups with attached menus as reminders. We dropped late payments from 25% to under 5% in the first quarter, stabilizing cash flow for ingredient buys during off-seasons.""
Sarah Patel
Senior Event Coordinator, Gourmet Group Catering (focused on tech firm events in San Francisco)
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your daily grind—event bookings, supplier lists, peak-season pains—to blueprint a custom system that fits like a glove. No templates here; it's all about your unique catering flow.
AI Design and Integration Build
Our engineers craft the automations, linking your tools into one robust platform. Think AI that predicts buffet needs or auto-syncs delivery apps—tested for your busiest days.
Deployment, Training, and Optimization
We roll it out with hands-on training for your team, then monitor and tweak for peak performance. You'll see immediate wins, like faster event turnarounds, with ongoing support to scale as you grow.
Why We're Different
What's Included
Common Questions
How does this automation handle variable event sizes in catering?
Great question—catering events range from intimate dinners to massive galas, so we design the AI to scale dynamically. It analyzes your historical data, like past wedding headcounts or corporate buffet sizes, to predict needs and adjust automations on the fly. For instance, it can auto-scale menu quantities or flag additional staffing requirements. We customize this for your workflow, integrating with tools like your booking system to pull real-time RSVPs. Clients typically see setup time cut in half, and we've fine-tuned it to handle surges without manual overrides. It's all about making your operations as flexible as your menu options.
What if my current tools don't integrate easily?
We get this a lot in food service, where you're often stuck with a mix of POS systems, email chains, and spreadsheets. Our team specializes in deep, two-way integrations, even with legacy software. We'll map your exact setup—say, connecting your event CRM to inventory apps—and build custom APIs to make them talk seamlessly. No more double-entry for order details. In one project, we linked a client's outdated QuickBooks with their catering software, automating invoice flows and saving 10 hours weekly. We test everything rigorously to ensure it holds up during busy seasons.
How quickly can I see ROI from this automation?
You're right to focus on ROI—time is money in catering. Most clients recoup costs in 3-6 months through direct savings, like reduced food waste (up to 30% less) and faster event cycling. We quantify this upfront by auditing your current manual processes, then track metrics post-launch. For example, automating inventory checks alone can save $2,000 monthly in overstock for a mid-sized operation. It's not just hours saved; it's about turning those into more bookings without extra overhead. We provide a clear projection based on your numbers.
Is the system secure for handling client data like allergies?
Absolutely, security is non-negotiable in food service, especially with sensitive info like allergies or dietary needs. We build with enterprise-grade encryption and compliance features, aligning with standards like GDPR and food safety regs. Data is stored in your owned system, not scattered across cloud apps. Access controls ensure only authorized staff see client details, and AI flags potential risks without exposing info. One caterer we worked with praised how it prevented a cross-contamination scare by auto-notifying the kitchen team. We audit everything before go-live to keep your reputation spotless.
Can this scale if my catering business grows to more events?
Scaling is baked in—we design for growth, not just today's needs. Unlike rigid no-code tools, our custom builds use scalable frameworks that handle increased volume effortlessly. If you go from 20 to 50 events a month, the AI adapts by optimizing routes, forecasting larger inventories, and even suggesting efficiency tweaks. We've seen businesses double their throughput without adding headcount. It's like upgrading from a single oven to a full kitchen line; the system grows with you, maintaining speed and accuracy even in peak wedding season.
Do I need technical staff to maintain the automation?
No tech expertise required from your side—we handle the heavy lifting. Our solutions come with an intuitive interface your team can use like any app, plus we provide training tailored to catering workflows. Maintenance is minimal; we monitor remotely and push updates seamlessly, like fixing a supplier API tweak without downtime. For one client, their ops manager—a non-techie—now runs weekly reports herself. If issues arise, our support team jumps in, ensuring your focus stays on events, not IT.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.