Stop Losing Hours Chasing Last-Minute Catering Orders Automate Your Sales Process to Capture Every Opportunity
Imagine reclaiming 20+ hours per week from manual quoting and follow-ups, turning that into 30% more bookings without adding staff. We build custom AI systems that handle the chaos of event planning, so you focus on what you do best: creating unforgettable meals.
Join 150+ businesses with streamlined sales that boost revenue by 25%
The "Event Chaos" Problem
Manual quote juggling for 20+ wedding banquet RFPs during peak June-July season, leading to overlooked add-ons like floral integrations or AV setups
Lost leads from delayed responses to corporate event RFPs
Inventory mismatches in perishable items like fresh seafood or seasonal produce, causing overbooking for large buffet setups and last-minute supplier scrambles
Follow-up fatigue after trade show networking
Pricing errors in custom menu proposals for galas
Pricing errors in custom menu proposals for high-end galas, such as miscalculating costs for premium ingredients like truffle-infused hors d'oeuvres or vegan alternatives
Our Custom Sales Automation Platform Built for Catering
With years of experience integrating AI for food service pros, we've helped catering teams like yours ditch the subscription mess for a unified system you truly own.
Why Choose Us
Here's the thing: catering sales shouldn't feel like herding cats during a busy banquet rush. We design a bespoke AI platform that automates everything from initial inquiry capture to contract signing. Think intelligent lead routing that prioritizes high-value events, AI-driven menu suggestions based on past client prefs, and seamless integration with your POS and inventory tools. No more piecing together apps that don't talk to each other. We build it all from scratch, ensuring it scales as your business caters to bigger weddings or corporate retreats. You're probably thinking, 'Will this handle our custom needs?' Absolutely—it's tailored to your workflows, saving you time and letting your team shine on the floor.
What Makes Us Different:
Unlock Real Time Savings and Revenue Growth
Reclaim 15-25 Hours Weekly on Sales Tasks
Reclaim 15-25 Hours Weekly on Sales Tasks: Let's be honest, manually drafting proposals for 50+ events a month—like wedding receptions or corporate luncheons—eats into your prep time. Our platform auto-generates customized quotes in under 5 minutes, factoring in menu costs for items like plated entrees, staffing for setup crews, and even waste factors for buffets. One client saw their sales team focus solely on client tastings and site visits, boosting close rates by 35% while cutting overtime costs on proposal revisions.
Achieve 25-40% ROI in the First Year
Achieve 25-40% ROI in the First Year: You're probably thinking about the bottom line—our systems pay for themselves fast, often within the first busy quarter. By automating follow-ups and lead nurturing for events like holiday parties or conference dinners, you reduce no-shows by alerting on menu changes and capture repeat business from past clients' seasonal bookings. Expect efficiency gains that translate to $10K+ in saved labor per month, with scalability for handling 2x the volume of cocktail hours or plated meals without extra hires.
Boost Productivity with Seamless Event Tracking
Boost Productivity with Seamless Event Tracking: Picture your sales process like a well-oiled kitchen line—no bottlenecks from ingredient shortages or venue conflicts. AI handles data entry from initial inquiries about buffet styles to final invoices for bar service, integrating with your catering software like CaterTrax to prevent double-bookings on high-demand dates. Teams report 40% faster turnaround on proposals for everything from intimate dinners to 500-guest galas, freeing you to innovate on signature dishes instead of chasing paperwork.
What Clients Say
"Before AIQ Labs, our team was drowning in emails for last-minute cocktail party quotes during conference season—it took hours per lead to calculate bar setups and passed apps. Now, the automation handles initial responses with dynamic pricing for liquor packages and garnishes, and we've landed three extra corporate gigs this quarter alone, including a 200-person networking mixer. Saved us about 18 hours a week, no joke—time we now use for menu tastings."
Maria Gonzalez
Operations Manager, Elegant Events Catering (specializing in corporate mixers and weddings in Chicago)
"We used to lose track of follow-ups after bridal expos, missing out on off-season weddings and their rehearsal dinner add-ons. Their platform auto-sends personalized reminders with menu tweaks based on our current inventory of seasonal fruits or gluten-free options. In six months, our booking rate jumped 28% for full-service packages, and we're not scrambling during peak summer times anymore—handled a 30% volume spike without extra staff."
Tom Reilly
Sales Director, FlavorForge Caterers (boutique wedding and private event caterer in Seattle)
"Customizing proposals for galas was a nightmare with scattered client notes on past allergies or preferences for sustainable sourcing. This system pulls everything together—budget prefs for heirloom tomato salads, venue diagrams—and spits out ready-to-sign docs with integrated wine pairings. Cut our sales cycle by two weeks for black-tie events, and the ROI hit within four months after securing a repeat philanthropy dinner client. Game-changer for our small team handling upscale Austin galas."
Lisa Chen
Owner, Gourmet Gatherings (upscale event catering for galas and fundraisers in Austin)
Simple 3-Step Process
Discovery and Planning
We dive into your catering workflows— from inquiry intake to event delivery—identifying bottlenecks like manual RFP tracking. Together, we map out a custom automation blueprint tailored to your menu and client base.
Custom Build and Integration
Our engineers craft your AI platform, linking it to tools like your POS for real-time inventory checks and CRM for lead history. We test rigorously to ensure it handles peak loads, like wedding season rushes, without a hitch.
Launch, Train, and Scale
We roll it out with hands-on training for your team, then monitor performance to optimize. As you grow—say, expanding to more venues—the system scales seamlessly, always owned by you, no subscription traps.
Why We're Different
What's Included
Common Questions
How does this automation handle custom menu requests in catering?
We get it—every event is unique, from vegan weddings to keto corporate lunches. Our AI platform uses your historical data to suggest tailored menus instantly, factoring in ingredients, costs, and prep time. It integrates with your recipe database to check feasibility and even flags potential allergens. For example, if a client requests a gluten-free buffet, it auto-adjusts quotes and notifies your kitchen team. This cuts response time from days to hours, reducing back-and-forth emails. We've seen teams save 10-15 hours weekly on this alone, letting you focus on creativity rather than admin. And since it's custom-built, it learns from your past events to get smarter over time, boosting accuracy and client satisfaction without the hassle of generic tools.
What kind of time savings can I expect for my sales team?
Let's be honest, sales in catering often means endless chasing of details. Our platform automates 70-80% of routine tasks like lead entry and follow-ups, freeing up 15-25 hours per week per rep. Imagine no more manual logging of RFP responses or spreadsheet updates—AI handles it, pulling from emails and calls directly. One client, a mid-sized caterer, went from 40 hours of weekly admin to just 10, redirecting time to client meetings that closed 25% more deals. The ROI kicks in fast: if your team costs $50/hour, that's $1,000+ saved weekly. We design it to scale, so as you add events, efficiency only improves, not plateaus.
Will this integrate with my existing catering software?
Absolutely, and that's where we shine. Unlike plug-and-play tools that break easily, we build deep, two-way integrations with systems like your POS for inventory, QuickBooks for invoicing, or even event management apps like CaterZen. For instance, when a booking comes in, it auto-updates stock levels for items like fresh produce, preventing shortages. We map your exact workflows first—no assumptions—so data flows seamlessly without manual entry. This eliminates errors that plague food service ops, like double-booked linens. Post-launch, we provide ongoing tweaks to keep everything synced as your tools evolve. Clients report 90% less integration headaches, turning a fragmented setup into a smooth operation.
How scalable is this for growing my catering business?
You're probably thinking about expansion—maybe adding more venues or larger events. Our platform is engineered for unlimited growth, handling everything from 50 small parties a month to 500 high-end galas without slowing down. Built on robust frameworks, it supports increased data volume and user access effortlessly. Start with core sales automation, then layer on features like AI forecasting for peak seasons. A client scaling from local weddings to regional corporates saw no performance dips, even doubling their leads. No limits or extra costs for scaling; it's your owned system, designed to grow with you, ensuring you capture more market share without tech barriers holding you back.
What's the implementation timeline and cost?
We keep it straightforward—no endless delays. Discovery takes 1-2 weeks, building 4-6 weeks for a core platform, with full rollout in 8-10 weeks including testing. Costs start around $25K for a tailored sales automation setup, depending on integrations, but the ROI—through time savings and 20-30% revenue uplift—pays it back in 6-9 months. Think of it like investing in a commercial kitchen upgrade: upfront but transformative. We offer phased payments and a free audit to quantify your savings first. No hidden fees or subscriptions; you own it outright. Teams love how quickly it transforms chaos into efficiency, often live before your next busy season hits.
Can this improve customer experience in my catering sales?
Definitely—great catering is about delighting clients from the first inquiry. Our AI enables instant, personalized responses, like suggesting pairings based on their event theme, which builds trust fast. Clients get quotes in under an hour, not days, with visuals of past setups. This hyper-personal touch, like auto-reminders for tasting appointments, turns inquiries into raving fans. One caterer noted a 40% increase in positive reviews tied to faster service. We train the system on your brand voice, ensuring it feels like an extension of your team. Ultimately, it frees your staff for meaningful interactions, enhancing loyalty and referrals in a competitive food service world.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.