Wedding Inquiry Path
- 1Bride submits inquiry form for a specific venue
- 2System sends automated wedding brochure and calendar link
- 3Consultation call is booked and sales notes are logged
- 4Draft proposal is sent with electronic signature option
Systems for Caterers
Hospitality Operations for High Volume Catering
Catering companies earn their income through event execution, site fees, and high margin menu service. Profit leaks occur when inquiry response times lag, headcounts are not confirmed on time, or dietary requirements are missed in the transition from sales to the kitchen.
Restaurants & Food
- Instant Inquiry Response
- Guaranteed Headcount Collection
- Centralized Client Portal
- Automated Deposit Invoicing
- BEO Distribution Workflow
Also for: Caterers
How the business actually works
How the work flows, start to finish.
- 01
Inquiry
A prospect submits an event request via the website or a call regarding a specific date and guest count.
- 02
Proposal
The sales team provides a preliminary menu, service style, and estimated cost for the venue and staff.
- 03
Tasting
Potential clients sample menu items and finalize the culinary direction of the event.
- 04
Contracting
The deposit is paid and the date is secured on the production calendar.
- 05
Finalization
Final guest counts, floor plans, and dietary restrictions are collected two weeks prior to the event.
- 06
BEO Creation
Banquet Event Orders are generated to communicate specific instructions to the kitchen and service staff.
- 07
Execution
The team manages load-in, food preparation, service, and strike at the venue.
- 08
Reconciliation
Final billing for additional rentals, overtime, or bar consumption is settled after the event.
Where it leaks
Common problems for catering companies.
01
Delayed Lead Response
Qualified leads often reach out to multiple caterers simultaneously. If an inquiry sits in an inbox for hours without a response, the prospect likely books with a competitor who replied first.
02
Headcount Slippage
Failure to lock in final guest counts by the cutoff date leads to food waste or understaffing. Manual follow up via phone and email often results in last minute changes that disrupt the kitchen line.
03
Missing Dietary Data
Allergies and special meal requests can be lost in long email chains. Without a centralized portal, the chef may not receive critical information until the plates are being walked to the table.
04
Inconsistent BEOs
When sales notes do not translate clearly to the Banquet Event Order, service standards drop. Miscommunications regarding linen colors, bar packages, or timing create friction during the live event.
05
Slow Final Payments
Chasing balances for beverage consumption or staff overtime after the event is time consuming. Without automated reminders, these invoices can remain unpaid for weeks, affecting cash flow.
What LATTICE can build
Systems built around how you work.
Instant Inquiry Response
Immediately sends a branded menu packet and a link to schedule a discovery call when a new event request is submitted.
Guaranteed Headcount Collection
Automates reminders to the client as the final guarantee date approaches, ensuring the kitchen has accurate numbers for ordering.
Centralized Client Portal
A secure area where clients can select menu items, upload floor plans, and submit guest dietary restrictions directly into the event record.
Automated Deposit Invoicing
Generates and sends the initial deposit invoice as soon as the contract is signed to secure the event date.
BEO Distribution Workflow
Automatically notifies the executive chef and front of house manager when an event is finalized and ready for production.
Post-Event Review Requests
Sends a personalized thank you and a request for a public review forty eight hours after the event strike is complete.
Seasonal Reactivation
Identifies past corporate or holiday clients and reaches out months in advance to book their recurring annual events.
Example systems
What it looks like in practice.
Corporate Lunch Delivery
- 1Recurring client submits a catering request
- 2System confirms availability against the existing production schedule
- 3Automated confirmation is sent to the client and delivery driver
- 4Payment is processed via the saved card on file
Final Guarantee Workflow
- 1Triggered 14 days before the scheduled event
- 2SMS reminder sent to client to confirm final guest count
- 3Data syncs to the digital BEO for kitchen staff
- 4Final balance invoice is adjusted and sent automatically
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from catering companies
How does this help with dietary restrictions?
We build custom forms within a client portal that require guests or hosts to specify allergies and preferences. This data is then automatically compiled into a summary report for your kitchen staff, eliminating the need to cross reference various emails.
Can it handle both off-site and on-site catering?
Yes, the system is designed to manage the logistics of both venue-based banquets and off-site drop-off or full-service catering. It tracks specific location details, load-in requirements, and travel time for your team.
Will this help us get more corporate holiday bookings?
The system includes reactivation workflows that track the dates of previous events. It will automatically reach out to your corporate contacts in early autumn to offer them priority booking for the upcoming holiday season.
Can we manage equipment rentals through the system?
While it is not an inventory warehouse tool, it manages the communication and documentation for rentals. You can track which items are needed per event and ensure those costs are reflected in the client's final invoice.
How does the system handle last minute changes?
Any updates made in the client portal or by your sales team are logged in real time. You can set up notifications so that the kitchen and operations leads receive an immediate alert if the guest count or timing changes within a certain window of the event.