CRM for caterers
Caterers need clear records when clients change their guest counts after signing an initial menu agreement. Workspace369 runs each event in one system: client records, proposals with e-signing, projects, tasks, scheduling, and invoices with deposits. Operators track every revision, so updated figures reach project files and invoices before kitchen production begins. By maintaining clear documentation of revisions, catering teams can coordinate event details and billing updates effectively throughout the planning lifecycle.
Key facts
CRM for caterers at Workspace369 covers 9 areas, including client records, proposals, projects and tasks.
The workflow runs in 5 steps, from "log the revision request in client records" to "issue the revised invoice for final payment".
Workspace369 starts at $29/mo for 1 seat, and the Commander plan includes 20 seats, 500 GB of storage, and 120,000 AI tokens per month at $299/mo.
Additional seats cost $10 each and 100 GB of additional storage costs $15; full pricing is public on the Workspace369 pricing page.
The problem
When a client revises their guest count after the menu is finalized, the update often gets lost in scattered messages. This creates discrepancies between the agreed proposal and the actual event execution. Without a structured way to update client records and project files, coordination fails, leading to inaccurate tracking and incorrect invoice generation for the event.
Modifying an agreed menu scope requires immediate adjustments to the financial records. When guest counts drop or rise, manual updates to proposals and invoices must happen in tandem. If these updates are not managed within a single system, the client receives conflicting billing documents, which delays payments and causes administrative confusion during final event reconciliation.
A shift in guest count alters the preparation tasks for an event. Staff must manually adjust scheduling and task lists for linen counts, staff ratios, and equipment rentals. When conversations and tasks are disconnected from the primary client record, team members execute outdated instructions, resulting in costly errors before the event occurs.
Catering clients frequently send count updates via multiple channels, including text messages and phone calls. If these conversations are not logged directly alongside project files and proposals, the administrative team lacks a historical record of the change. This absence of a clear communication history makes it difficult to verify client agreements during disputes.
The product
Clients watch progress, files, and invoices in a branded portal instead of asking your team for updates.
Email, SMS, calls, and voicemail land beside the client record — with AI summaries, so anyone on the team can reply with full context.
Tasks, files, and status for every engagement — visible to the team and, through the client portal, to the client.
Send quotes, bill milestones or retainers, and let automated reminders chase anything outstanding.
Workflow
When a client requests a guest count change after menu agreement, an administrator opens the client records and files. The operator manually records the details of the conversation within the client records, noting the specific numbers in the agreed brief. This allows the operator to maintain a clear history of the modification before any changes are made to financial documents.
The administrator opens the existing proposal within the platform to adjust the guest count and associated service details. By modifying the proposal items to match the new guest count, the operator updates the project scope. This adjustment keeps the project files aligned with the client's new requirements, preparing the documentation for the next step of client review.
Once the proposal is updated, the operator shares the revised document through the client portal. The administrator schedules a task for the client to review the new terms. The client views the updated files in the portal, then approves and e-signs the revised proposal to confirm the guest count before billing adjustments occur.
After client confirmation, the administrator updates the scheduling and task lists within the project. The operator manually adjusts tasks related to staff ratios and rental equipment based on the new guest count recorded in the brief. This helps the team coordinate the event preparation according to the updated metrics.
The final step converts the approved proposal into the revised invoice, so its lines reflect the adjusted guest count and the updated project files. The client pays online by card, concluding the workflow for managing guest count revisions within the system.
Product coverage
Loved on the App Store
Finally feels calmBounced between three or four all-in-one tools and always ended up in a mess of tabs. This is the first one that feels calm. Set up my client projects in ten minutes.
Painless team rolloutRolled it out to our eight-person team and adoption was painless — intuitive and polished. I'd love more integrations, but they keep shipping.
Hours back every weekWas juggling separate tools for notes, tasks, docs, and updates. Consolidating into one place has genuinely saved me hours each week. Support is responsive too.
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FAQ
Keep kitchen production, allergen records, and food safety management in your kitchen management system. Workspace369 runs the client side of each event: client records, proposals, scheduling, tasks, and invoices. Pass final guest counts and menu details to the kitchen system by hand or, from Specialist, through webhooks and the API.
Yes, clients can view revised proposals and project files through the client portal. This lets the team share updated documents and keep clear conversations about the modifications. The client confirms by approving the revised proposal, and the operator checks that it matches the guest count recorded in the brief.
When a guest count is revised, the administrator updates the tasks and scheduling inside the project. The operator reviews the new record in the brief and sets staff numbers and rental counts in the individual tasks to reflect the correct scope.
Yes. Workspace369 allows you to generate and manage invoices within the same project file as your proposals. When a guest count changes, the administrator updates the proposal and converts it into the revised invoice, so that client records and financial documents reflect the same figures.
Ready when you are
Start with the modules you need today, then turn on AI, automations, accounting, inventory, requests, and reporting as the operation grows.
