Stop Losing Hours to Manual Invoicing After Every Event Automate It All with Custom AI
Imagine reclaiming 10-15 hours per week from tedious invoice chasing, cutting costs by 30% on admin time, and boosting your team's focus on what matters—delivering amazing client experiences.
Join 250+ businesses with streamlined operations
The "Event Billing" Problem
Chasing payments for weddings and corporate gigs eats into your prep time for sourcing fresh ingredients and menu planning
Manual entry of menu costs, add-ons like custom desserts or dietary accommodations leads to billing disputes with picky clients
Seasonal rushes for holiday parties and outdoor weddings mean forgotten invoices for off-site events, delaying cash flow for perishable supplies
Tracking variable costs like last-minute ingredient hikes for seafood or organic produce is a nightmare without automation
Your team spends evenings reconciling vendor bills for linens and floral arrangements instead of planning the next buffet spread
Custom client requests for detailed breakdowns of plated meals versus family-style service turn simple invoices into hours-long tasks
Our Custom AI Invoice Automation Built Just for You
We've helped dozens of catering teams ditch the spreadsheet chaos for seamless, owned systems that fit their unique event flows
Why Choose Us
Here's the thing: catering isn't cookie-cutter. Your invoices juggle everything from plated dinners to cocktail hours, plus those surprise add-ons like extra floral setups. We build a tailored AI system that integrates directly with your booking software, POS, and accounting tools. No more manual data entry—AI extracts details from event contracts, calculates costs on the fly, and generates polished invoices that match your brand. You're probably thinking, 'Will this handle our peak wedding season?' Absolutely. It's custom-coded for your workflow, ensuring approvals zip through and payments hit faster, all while keeping your operations humming like a well-oiled kitchen.
What Makes Us Different:
Unlock Real Time Savings and ROI
Reclaim 12 Hours Weekly for Client Wins
Reclaim 12 Hours Weekly for Client Wins: Let's be honest, your staff is bogged down chasing invoice details after a big gala, like verifying counts for passed hors d'oeuvres. Our automation handles extraction and formatting from your event logs, freeing up time to nurture repeat business—such as turning that one-off corporate luncheon into an annual contract with themed buffets. Expect a 40% productivity boost, translating to $5K+ monthly savings on overtime for peak wedding seasons.
See 25% Faster Payments, Better Cash Flow
See 25% Faster Payments, Better Cash Flow: In catering, cash flow is king—especially with vendors demanding quick pays for fresh produce like heirloom tomatoes in summer. AI-generated invoices with accurate breakdowns of canapés and mains reduce disputes, getting you paid 10 days sooner on average. That's real ROI: for a mid-sized caterer handling 20 events monthly, it means $20K extra in the bank quarterly, without the usual billing headaches over bar stock.
Slash Errors and Boost Client Satisfaction
Slash Errors and Boost Client Satisfaction: You're probably thinking about that time a miscounted bar tab for craft cocktails soured a wedding client. Our system cross-checks against your inventory logs for everything from wine pairings to dessert stations, ensuring every pour and plate is spot-on. Result? 95% fewer revisions, happier clients who rave about your efficiency, and stronger referrals in a competitive food service world, leading to 30% more bookings from word-of-mouth.
What Clients Say
"Before AIQ Labs, our team was glued to QuickBooks after every event, double-checking cocktail counts, passed apps, and setup fees for outdoor weddings. Now, invoices auto-generate from our event planner app, pulling data on linen rentals and floral markups, and we've cut billing time from 4 hours to 20 minutes per gig. Last quarter alone, we saved 40 hours and got paid faster on our summer weddings—it's a game-changer for our small crew during peak season."
Maria Gonzalez
Operations Manager, Savory Events Catering (Specializing in destination weddings and corporate mixers)
"Dealing with corporate clients means endless revisions for detailed breakdowns, like separating AV setup costs from the buffet line with vegan options and gluten-free sides. Their custom AI nailed it—integrates with our POS and spits out branded PDFs instantly, including upsell tracking for premium wines. We went from 15% late payments to under 2%, and my accountant says we're saving $3,000 a month in admin costs on 15 events. Wish we'd done this sooner for our conference season."
David Chen
Owner, Urban Feast Caterers (Urban corporate events and high-end galas)
"Peak season hit us hard with back-to-back galas and holiday parties, and manual invoicing was killing our prep time for sourcing seasonal produce. AIQ built something that pulls data from our vendor receipts for fresh seafood and client contracts for custom carving stations automatically. In the first month, we processed 50 events without a single error, reclaiming evenings for family instead of spreadsheets—revenue's up 18% from quicker turnarounds on repeat banquet clients."
Lisa Patel
Finance Lead, Elegant Plates Catering (Banquet halls and seasonal event specialists)
Simple 3-Step Process
Discovery Call and Workflow Audit
We hop on a quick call to map your catering process—from event booking to final bill. No fluff; we identify exactly where manual invoicing slows you down, like post-event add-ons.
Custom AI Design and Build
Our engineers craft your system from scratch, integrating with tools like your POS and CRM. We test it against real scenarios, ensuring it handles variable costs like seasonal menu changes without a hitch.
Deployment, Training, and Optimization
We roll it out seamlessly, train your team with hands-on sessions tailored to catering lingo, and monitor for the first few events to tweak as needed—guaranteeing smooth sailing from day one.
Why We're Different
What's Included
Common Questions
How does this automation handle variable pricing in catering events?
Great question—catering pricing can shift with last-minute changes, like adding a vegan option or extra servers. Our AI is trained on your historical data to dynamically calculate costs, pulling from your menu database and adjusting for factors like portion sizes or overtime. For instance, if a corporate event runs long, it auto-updates the invoice without manual tweaks. We've seen teams reduce revision cycles by 70%, ensuring accuracy even in chaotic wedding seasons. Setup involves a quick audit of your pricing structure, and we build it to scale with your business—no more spreadsheets guessing at per-plate fees.
Will this integrate with my existing catering software?
Absolutely, integration is our specialty. Whether you're using Caterease, Planning Pod, or even a custom booking system, we create deep, two-way connections so invoice data flows automatically. Think of it like syncing your kitchen inventory to the prep list—no gaps. For a recent client with a POS-heavy setup, we linked everything in under two weeks, eliminating duplicate entries. You're not stuck with superficial links that break; our custom code ensures reliability, even during high-volume periods like summer festivals.
What's the ROI timeline for implementing this?
You're probably thinking about quick wins, and we deliver. Most catering clients see payback in 2-3 months through time savings alone—say, 10 hours weekly at $25/hour adds up fast. One team reported $15K in annual savings from faster payments and fewer errors. We track your metrics from launch, like invoice processing speed, to quantify gains. Long-term, it's even better: reduced admin overhead lets you take on 20% more events without hiring extra staff. It's not just cost-cutting; it's about freeing your team to focus on client experiences that drive referrals.
How secure is the data in this custom system?
Security is non-negotiable in food service, where client details like dietary needs are sensitive. We build with enterprise-grade encryption and comply with standards like GDPR and PCI for payments. Your data stays in a unified, owned platform—no third-party vulnerabilities. For example, we use role-based access so only your event coordinators see billing previews, not full financials. We've audited systems for regulated clients, ensuring no breaches even during peak data flows. Peace of mind means you can focus on plating that perfect dish, not worrying about invoice leaks.
Can we customize it for our specific event types?
Yes, that's the beauty of our approach—it's built for your world. If you specialize in weddings versus corporate buffets, we tailor the AI to recognize those nuances, like auto-flagging cake-cutting fees or AV setups. During discovery, we review your past invoices to train the model, ensuring it captures unique line items. A client with outdoor BBQ focus added weather-contingency clauses effortlessly. No templates here; it's molded to your workflow, scaling from intimate dinners to 500-guest galas without missing a beat.
What if we need support after launch?
We're in it for the long haul. Post-deployment, you get dedicated support with a Slack channel for quick queries and monthly check-ins to optimize based on your event feedback. If a new menu item throws off calculations, we tweak the AI overnight. Our clients love the proactive vibe—one even said it feels like having an extra ops person on staff. No endless tickets; we aim for 24-hour resolutions, keeping your invoicing as smooth as your service flow.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.