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Catering Order Management
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Catering Order Management · Available now

Keep each event order connected from enquiry to delivery.

Catering Order Management keeps an event enquiry connected to its client, billing party, event coordinator, date, guest headcount and order total. Coordinators associate menu selections with the order and track its status from Draft through Enquiry Review, Confirmed and Delivered.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewDispatched And Delivered Events
Catering Order Management · Kitchen and logistics events

Dispatched And Delivered Events

Kitchen and logistics events in one list

New kitchen and logistics event
Kitchen and logistics events in view
6
Total guests covered
3,610
Dispatched To Venue
3
SetUp At Venue
3
Event numberCatering orderCoordination stageStatusOccurred atGuests covered
KAL-83395Cedar Grove graduation buffetDispatched To VenuePlanned14 Oct740
KAL-50614Northview seminar tea serviceSetup At VenueRecorded15 Oct440
KAL-16042Founders reception canapesDispatched To VenueConfirmed29 Oct750
KAL-66266Northview seminar tea serviceSetup At VenueFailed30 Oct910
KAL-29051Northview seminar tea serviceDispatched To VenuePlanned16 Oct150
6 of 6 records
Cedar Grove graduation buffetKitchen and logistics events · KAL-83395
Dispatched To Venue
StatusPlanned
Occurred at14 Oct
Guests covered740
Enquiry reviewKAL-83395 · Cedar Grove graduation buffet

Catering Approver reviews the order revision and records the decision.

Waiting for Catering Approver
ApproveReturn
Example screen with sample data
Tables, ready to use
14
Saved views
12
Roles with set permissions
6
Reports and dashboards
8
Features

The event order book

Every feature works on the same records. Pick one to see the screen your team works in.

Event enquiries

Keep client, billing party and coordinator details on the event order.

  • Identify the customer
  • Assign ownership
  • Track review
  • Catering orders
  • Event clients
  • Catering staff
  • Catering companies
Explore event enquiries
OverviewOpen Catering Orders
Catering Order Management · Event enquiries

Open Catering Orders

Catering orders

New
Order numberEvent nameOrder statusEvent dateGuest headcountEvent coordinator
CO-50787Marsh House wedding dinnerDraft01 Nov29Noor Haddad
CO-36540Spring clinic staff lunchEnquiry Review12 Oct33Luca Chen
CO-84814Founders reception canapesConfirmed30 Oct14Noor Haddad
CO-39274Cedar Grove graduation buffetDraft28 Oct16Elena Ruiz
CO-45999Eastbank training breakfastEnquiry Review21 Oct20Elena Ruiz
6 of 6 records
Marsh House wedding dinnerCatering orders · CO-50787
Draft
Event date01 Nov
Guest headcount29
Event coordinatorNoor Haddad
Example screen with sample data
Process

From enquiry to event delivery

Enquiry to delivered event ships ready to use. 2 steps need a named approval before the work moves on: Enquiry review (Catering Approver) and Venue handoff (Catering Approver).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Draft enquiry

    Record the client, billing party and event details on the catering order.

    Cedar Grove graduation buffetKAL-83395 · Event Coordinator
    Draft enquiryBy Event Coordinator

  2. Enquiry review

    The Catering Approver checks the current revision and records a reasoned decision.

    Cedar Grove graduation buffetKAL-83395 · Event Coordinator
    Enquiry reviewBy Event Coordinator
    ApprovalCatering Approver reviews the order revision and records the decision.

  3. Menu planning

    Add menu items, guest counts and per-person prices to the event.

    Cedar Grove graduation buffetKAL-83395 · Event Coordinator
    Menu planningBy Event Coordinator

  4. Kitchen preparation

    Record prep, packing and dispatch stages for the order.

    Cedar Grove graduation buffetKAL-83395 · Kitchen Lead
    Kitchen preparationBy Kitchen Lead

  5. Venue handoff

    The Catering Approver decides the submitted handoff before the venue team completes it.

    Cedar Grove graduation buffetKAL-83395 · Catering Approver
    Venue handoffBy Catering Approver
    ApprovalCatering Approver decides the submitted venue handoff.

  6. Delivery evidence

    Keep service receipts and the delivered order together.

    Cedar Grove graduation buffetKAL-83395 · Event Coordinator
    Delivery evidenceBy Event Coordinator

Start with Enquiry and review

Inside a record

Connections around the event

Open any kitchen and logistics event to see the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Status, Occurred at and Guests covered.

  2. 2
    Linked records

    Records linked to this kitchen and logistics event.

  3. 3
    Who works on it

    Event Coordinator, Kitchen Lead and Venue Coordinator, each with their own permissions.

  4. 4
    Process stages

    Every status change, in order.

  5. 5
    Approvals

    Enquiry review and Venue handoff, with who decides.

Dispatched And Delivered EventsCedar Grove graduation buffet
Catering Order Management · Kitchen and logistics events

Cedar Grove graduation buffet

Dispatched To Venue

Log activity
1
Record details
StatusPlanned
Occurred at14 Oct
Guests covered740
3

Who works on it

  • Event CoordinatorManage catering orders, menu selections, catering exceptions…
  • Kitchen LeadManage kitchen and logistics events, service receipts
  • Venue CoordinatorManage venue handoffs
5

Approvals

  • Enquiry reviewCatering Approver
    Approved
  • Venue handoffCatering Approver
    Waiting
Example screen with sample data
Approvals

Decisions tied to the order revision

OverviewApprovals
Catering Order Management · Overview

Approvals

Signed in as Catering Approver

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • AD-61703River Hall community lunch
    Requested by Felix Bauer
    Returned For Revision0dActions
  • AD-35831Cedar Grove graduation buffet
    Requested by Sofia Mendes
    Returned For Revision2dActions
  • AD-11703Marsh House wedding dinner
    Requested by Elena Ruiz
    Returned For Revision5dActions
  • AD-52348River Hall community lunch
    Requested by Elena Ruiz
    Returned For Revision6dActions

Who approves what

DecisionApprover
Enquiry reviewThe Catering Approver checks the current revision and records a reasoned decision.Catering Approver
Venue handoffThe Catering Approver decides the submitted handoff before the venue team completes it.Catering Approver
2 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Catering Order Management to the work that is theirs. Pick a role to see what it starts with.

Admin

Maintains company, user and staff records and reviews access.

  • Manage catering companies, catering staff, Users
  • View catering orders, approval decisions, service receipts

Roles and permissions

Reports

Questions the records can answer

Review the order book, menu demand, handoffs and payment evidence.

Overview
Catering Order Management · Overview

Catering Order Management dashboard

This quarter

Catering orders in view
6
Total guest headcount
130
Draft
2
Enquiry Review
2

Kitchen and logistics events by coordination stage

How far records got this quarter

StageReachedStep
Prep Scheduled29
Ingredients Picked621%
Packed For Venue233%
Dispatched To Venue150%

Guests covered by coordination stage

Sample totals per stage

2.0k0
2.0kPrep Scheduled
-3000Ingredients Picked
-5000Packed For Venue
-6000Dispatched To Venue
2.0kSetup At Venue
Example screen with sample data
  1. 01Order book by status

    Show orders by status, event date and coordinator.

  2. 02Upcoming event headcount

    Show dates and guest headcounts for confirmed orders.

  3. 03Menu demand by item

    Group selections by item and sum guest counts.

  4. 04Kitchen progress by order

    Group kitchen events by order, stage and status.

  5. 05Open exceptions by type

    Show open exceptions by type and coordinator.

  6. 06Venue handoff decisions

    Show handoffs by status, channel and order.

  7. 07Payment status by order

    Group payment amounts and statuses by order.

  8. 08Failed service evidence

    Show failed and corrected receipts by order and date.

All reports and dashboards

Who it's for

Catering for varied events

See how Catering Order Management fits your kind of team.

Corporate events

Run corporate events with connected event orders and delivery records.

Private events

Run private events with connected event orders and delivery records.

Venue partnerships

Run venue partnerships with connected event orders and delivery records.

Controls

A traceable operating record

Each stage of enquiry to delivered event names the role that acts and the status it records, so a change is never anonymous.

OverviewEnquiry to delivered event
Catering Order Management · Process

Enquiry to delivered event

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
2
Roles involved
5
Tables touched
3
Menu planning
Event Coordinator
StatusDraft → Planned
RecordsMenu selections
Enquiry reviewApproval
Event Coordinator, Catering Approver
StatusEnquiry Review → Confirmed
Venue handoffApproval
Catering Approver, Venue Coordinator
StatusDraft → Submitted
Enquiry to delivered event
  1. Start
    Menu planningDraft → Planned
    Menu selections
  2. Approval
    Enquiry reviewEnquiry Review → Confirmed
    Event Coordinator
  3. Approval
    Venue handoffDraft → Submitted
    Catering Approver
  4. Step
    Delivery evidenceConfirmed → Delivered
    Service receipts
  5. Step
    Payment reviewPending → Captured
    Billing Specialist
Example screen with sample data

See each stage in detail

AI agent

Help for each event owner

Use Proto to help prepare and review catering records.

It can

  • Event Coordinator: Find open orders, their menu selections and open catering exceptions for the next event.
  • Catering Approver: Show the order revision, event details and decisions that need review.
  • Kitchen Lead: List planned menu selections and the recorded kitchen stages for an order.
  • Billing Specialist: Compare captured payment records and the order total for review.

Stays with a person

  • A person decides whether an enquiry or handoff is approved.
  • The team confirms actual preparation, service and payment evidence.
  • Review the referenced order and event before accepting any suggested update.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Catering Order Management
  • Payment provider
  • Venue or partner kitchen
  • Document storage
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 14 tables
14tables
  • Event enquiries4
  • Menu planning3
  • Order review3
  • Kitchen coordination4
  • Venue handoffs4
  • Payments and evidence4
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Set the company scope

    Prepare the catering company, users, staff and client records.

  2. Prepare the menu

    Add the menu items, prices and a representative event order with selections.

  3. Rehearse decisions

    Have the approver inspect the order revision and record a reasoned decision.

  4. Run the event

    Record kitchen preparation, dispatch, venue handoff, setup and service evidence.

  5. Review money and exceptions

    Compare payments with the order total and close issues with a resolution.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Catering Order Management.

All questions
How do I get started?

Click Get started, then use Proto to configure Catering Order Management for your business. Pilot one event with a client, menu selections, a coordinator and a recorded review decision.

What does an order contain?

An order keeps the client, billing party, event name, coordinator, enquiry date, event date, guest headcount, revision, status and total together.

How are menus planned?

Add menu selections against the order. Each selection names a menu item and holds its guest count, per-person price and status.

Who approves an enquiry?

The Catering Approver records a decision, reason, time and source revision against the catering order.

How does the kitchen track progress?

Kitchen and logistics events record preparation, ingredients picked, packing, dispatch and venue setup with a status and occurrence time.

How do venue partners receive an event?

A venue handoff records its channel, partner reference and status on the catering order.

How are payments tracked?

Payments hold a method, amount, status, provider reference where used and a separate verification flag.

Where do issues go?

A catering exception holds its type, status, details, coordinator and resolution against the order.

Can documents stay with the event?

Event documents hold a title, type, URL and upload date linked to the catering order and company.

Set up Catering Order Management your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

A personal agent for your business

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