Catering and event caterers
Catering management software, from first inquiry to paid balance
Quotes are drafted from your menus, deposits get chased for you, and you know what each event really cost.
Some of the businesses that trust us
In short
AI Fusion Partner builds custom catering management software: quotes drafted from your menus and headcount, food cost for each event, and deposits and balances tracked until paid. An agent collects inquiries on WhatsApp and your website, then drafts the quote for you to review. Everything rests on building blocks already running at our clients.
Updated on
What you stop chasing
- Every wedding or corporate inquiry starts from a quote rebuilt by hand, menu by menu.
- Once the event is over, nobody really knows what it cost in ingredients.
- Deposits and balances are chased from memory, and some transfers arrive well after the due date.
Watch the agent answer your customer
Hi, we need catering for a company event in Seminyak on 14 March. About 80 people, buffet lunch.
Meanwhile, in your software
Sound like your business?
Describe it to the agent. It tells you what we would build and books the call if there is a real case.
What your software does for you
Complete inquiries from the start
Date, venue, guests, service style, dietary needs, allergies: the agent asks on WhatsApp or your website, then schedules the follow-up.
Quotes built from your menus
The draft starts from your menus, options and per-head prices. You review it, and once accepted it becomes an invoice.
Food cost, sub-recipes included
Each dish broken down to the ingredients, at invoice prices. Engine tested on the real recipes of a restaurant group.
Supplier invoices read
A photo or PDF of an invoice becomes lines to approve, totals checked. Prices follow what you actually pay.
Deposits and balances, followed through
A schedule per event, staged reminders, payment by link, and the client's transfer screenshot matched to the right invoice.
Production planning
Quantities follow from confirmed events and headcounts. This planning is built to measure, around how your kitchen works.
The agents working for you
From the call to your first module live
- 1
A first call
Show us a typical quote, your recipe sheets and how you track deposits today.
- 2
A diagnostic
We pick where to start: quotes, food cost or payments, depending on what costs you most.
- 3
A first module in production
Often inquiry intake with draft quotes, or deposit tracking, connected to your current tools.
- 4
Then the kitchen
Food cost, supplier invoices and production planning are added once the core runs.
Rather talk it through with a person?
Pick a 30-minute video call with the team. You leave knowing what is worth building.
Your questions, answered
Does a quote go out without me checking it?
No. The agent collects the inquiry and drafts a quote from your menus and prices. You or your team approve it before it is sent.
How do I know the margin on a wedding or a corporate event?
The software adds up the food cost of every dish served, calculated down to the ingredients from your supplier invoices, and compares it with what you charged. You see what the event cost, not just what it brought in.
Can we handle several deposits before the final balance?
Yes. Each event's payment schedule is set up around your own terms, with a reminder at every step. Clients can pay online by link, and their transfer proof is matched to the right instalment.
Is this catering software for small businesses too?
Yes. Because it is built to measure, we start with the one or two modules that matter to you, often inquiries and deposits, and add the rest only when it is worth it.
Can the agent handle halal, vegetarian or allergy requests?
It asks about dietary needs from the first message, and they stay attached to the event, from the quote to the kitchen. It never confirms a menu change on its own: your team does.
Related businesses
- Restaurant groupsYou see a dish lose margin as soon as the supplier invoice arrives, and every location gets its own P&L.
- Wholesalers and distributorsRoute slips are no longer retyped at night, and every customer account stays current at its negotiated price.
- DMC and tour operatorQuotes start from your rates instead of being retyped, every supplier confirmation is tracked, and the margin shows before the group leaves.
A wedding quote shouldn't eat your whole evening.
Describe your catering business to our agent. If there is a real fit, it books your call with the team.