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- Catering Order Management
- Features
- Event enquiries
Event enquiries
Keep client, billing party and coordinator details on the event order.
OverviewOpen Catering Orders×
Catering Order Management · Event enquiries
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Open Catering Orders
Catering orders
| Order number | Event name | Order status | Event date | Guest headcount | Event coordinator | |
|---|---|---|---|---|---|---|
| CO-50787 | Event 418 | Draft | 24 Oct | 29 | ||
| CO-36540 | Event 901 | Enquiry Review | 04 Oct | 33 | ||
| CO-84814 | Event 245 | Confirmed | 22 Oct | 14 | ||
| CO-39274 | Event 604 | Draft | 20 Oct | 16 | ||
| CO-45999 | Event 436 | Enquiry Review | 13 Oct | 20 |
6 of 6 records
Event 418Catering orders · CO-50787
DraftEvent date24 Oct
Guest headcount29
What you can do
Event enquiries in daily work
A corporate client asks for lunch at a venue with a separate billing party. The coordinator records the client, billing party, event name and enquiry date on the same order. The venue delivery address stays with the client record; the coordinator checks it before committing the event date. The order begins in Draft. Its revision gives the approver a precise version to decide.
The order number follows the event as menu, review and delivery records are added. A separate billing party can be another client record, so the coordinator checks both client references before review. The enquiry date marks when the request arrived; the event date is the planned service date.
How the work is organized
- Identify the customer. Select the booking client and billing party on the order; check the delivery address on the client record.
- Assign ownership. Select an Event Coordinator from staff in the same catering company.
- Track review. Keep the order revision current as the client changes the event details.
What to agree during setup
Agree who can change the billing party after review, who owns the event coordinator assignment, and when a tentative event date becomes the operating date. Make sure the client and company records are selected before an order is sent for review.
Use a corporate lunch with a booking contact and a separate accounts payable contact. Check the client and billing party references with the coordinator before the order enters Enquiry Review. Rehearse a headcount change after the first review request.
Check the handoff on an actual case
The coordinator opens the order and checks the event name, client, billing party, event date, headcount and order total together. The Catering Approver uses the revision to record a decision with a reason. If the event is returned for revision, the coordinator corrects the order and asks for another review.
The Catering Approver should find the same order number and current revision in Orders Awaiting Approval. A returned decision keeps its reason on the order; the coordinator can correct the details and request a fresh decision.
What your team sees
- Open Catering Orders — Use this list to identify the records that need attention.
- Orders Awaiting Approval — Open the related records to check status and evidence.
Follow the work through
Follow the enquiry and review, menu and kitchen preparation, venue delivery, and payment and exception closeout paths. Use the data model when checking references and the role guide when assigning access.
What it keeps track of
Data model- Catering orders
- Catering orders from event enquiry through headcount planning, kitchen prep, delivery and billing.
- Event clients
- Clients who book catering: hosts, venues and corporate accounts.
- Catering staff
- Event coordinators, chefs and kitchen staff who own catering orders and approvals.
- Catering companies
- Catering businesses whose events, menus and billing are managed here.
Who uses it
Permissions- Event Coordinator
- , Catering Approver.
- The Admin maintains access and company scope; the named team members own the records and decisions described above.
Set up Catering Order Management your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.