Events & catering
Every event organised, costed and profitable
Caterers, event venues and event organisers: quotes and menus, date calendar, purchasing, staff, deposits and balances brought together in a single tool.
The problem
What makes catering hard to manage
Weddings, seminars, year-end parties: the high season brings dozens of events at once, and every oversight shows on the day.
Quotes that take too long
Every quote is redone by hand: menus, number of guests, equipment hire, staff, decoration.
A paper diary
Dates, venues and options are written in a notebook or a phone. The risk of double booking is constant.
Costs not linked to events
Food purchases and extra staff are not allocated to the event: the real margin remains an estimate.
Deposits poorly tracked
Advances, interim payments and balances in cash or by cheque get mixed up, with things forgotten at final payment.
The solution
What your catering software manages for you
From the customer’s request to the final balance, each event has its complete file.
Quotes and standard menus
Ready-made menus and packages, adjusted to the number of guests: a professional quote in minutes.
Event calendar
Dates, venues, options and confirmations in a shared calendar, with no double bookings.
Purchasing and recipe sheets
Recipe sheets for each dish, food requirements calculated from guest numbers and purchases allocated to the event.
Teams and extra staff
Waiters, cooks and extra staff scheduled per event, with their cost included in the margin.
Deposits and balances
Advances, payments and balances tracked per file, reminders before the event and printable receipts.
Margin per event
Revenue, food cost, staff and hire: the real margin of each event.
Day to day
From enquiry to the big day
Enquiry
Date, place, number of guests: availability is checked immediately.
Quote and deposit
Quote built from standard menus, then a deposit recorded to secure the date.
Preparation
Purchasing, equipment and teams planned for the event.
Event and balance
Balance collected, margin calculated and file archived.
Event venues and equipment hire
For event venues, the tool manages the availability of halls and time slots. For equipment hire (tables, chairs, tableware, marquees), it tracks the stock going out and coming back for each event, as well as breakages charged.
Modules
The building blocks of your ERP
A Dolibarr core extended with our in-house modules. Discover our Dolibarr business ERP.
Your project
How does the implementation work?
Free assessment
A 30-minute conversation to understand your organisation, your current tools and your priorities.
Proposal and configuration
A written scope, then an ERP configured to your rules: documents, permissions, numbering, processes.
Data and training
Import of your existing Excel files and training of your teams on their own cases.
Go-live and follow-up
Support at go-live, then ongoing support and improvements as you need them.
Can quantities be calculated automatically from the number of guests?
Yes. Each dish has its recipe sheet, and food requirements are calculated from the number of guests in the quote.
Does the software handle several venues?
Yes. Each venue has its own calendar, and the tool prevents booking two events in the same slot.
Can the quote be sent by WhatsApp?
Yes. The quote is generated as a branded PDF and can be sent by email or shared on WhatsApp.
How are cash payments tracked?
Each payment is recorded with its payment method and a receipt can be printed. The remaining balance is visible at any time.
Is it useful for a small business?
Yes. From a few events a month, centralising quotes, dates and deposits avoids oversights and saves valuable time.
Further reading