Catering CRM That Manages Quotes, Headcounts, and Dietary Needs
Headcounts change and dates expire. Smarfle manages event bookings, revision after revision, with dietary notes, deposits, final invoicing, and the follow-ups that book the next event. From $19/month.
12
8
$78k
$4.2k
Tech Co Lunch
Corporate plated 80
Anderson Wedding
Plated dinner 200
Garcia Birthday
Buffet 50
Foundation Gala
Cocktail + plated 300
Everything a catering business runs on
Smarfle connects everything a successful local business runs on: website, Google Business Profile, call tracking, lead follow-up, CRM, review requests, payments, and recurring orders. One platform. Start with the catering workflows below.
Catering Scheduling Software
Catering scheduling is event-day execution: arrive on time, set up before guests, serve during the window, break down clean. Plus the daily kitchen prep schedule, sub-rental pickups, and crew assignments per event.
Learn moreCatering Dispatch Software
Catering dispatch is event-day execution: crew + truck + equipment all show up on time at the right venue. Each event has its own load-in window, kitchen prep schedule, and service window.
Learn moreCatering Billing Software
Catering invoicing handles deposits + headcount-adjusted finals + corporate net-30 + dietary upgrade billing. Each event has its own billing rhythm based on client type + payment terms.
Learn moreCatering Invoicing Software
Catering invoicing splits between B2C (deposit + balance day-of) and B2B (net-30 corporate). Smarfle handles both with the same workflow + AR aging for the corporate side.
Learn moreThe growth side, built in
Catering Call Tracking
Event inquiries come with dates attached, and dates expire. Tracking logs each call, and missed ones get texted back before the couple books another caterer.
Reviews & Google Business Profile
Reviews written the week after an event decide who gets next season's weddings. Requests go out while the compliments are still arriving.
Website & Lead Follow-Ups
Event inquiry forms capture date, headcount, and budget, and follow-ups chase the quotes that planners collect months ahead.
Lead generation included
Get catering leads through Smarfle
Catering is booked by event date, and the planner filling that date contacts several caterers at once. Directory requests arrive with the event type and the guest count, so you can check the calendar before you even reply.
Flat pricing per accepted lead
Catering leads run about $25 each. You see the job and the ZIP first, then accept or pass free. No monthly lead budget, no bidding wars.
When leads start
We expand the directory around every business that joins, and Google needs time to rank new pages, so plan for up to two months before leads ramp up. You pay per lead, never for waiting. A Google Business Profile with real reviews brings them sooner.
Requests arrive pre-qualified
Every quote request already answers what is the occasion and how many guests, so your callback quotes instead of interviews.
Fair by design
Your existing customers and repeat requests are always free, and a bad lead can be disputed with a refund to your wallet.
Plans that grow with your catering business
All plans include a 7-day free trial. No credit card required.
Solo
Sole operators getting started
- 1 user
- Up to 100 clients
- 1 GB storage
- Public booking link + calendar
- Client management
- Work orders with photos
- Invoices + Stripe payments
- Activity log, tags, custom fields
- Mobile PWA + CSV import/export
Starter
Small teams adding tools and growth
- Up to 5 users (1 owner + 4 techs)
- Up to 200 clients
- 1 GB storage
- Everything in Solo
- Voice AI receptionist (usage-based)
- GMB rank tracking
- Search Console integration
- API access + webhooks
- Branded client portal
Professional
Growing service businesses
- Up to 10 users
- Up to 500 clients
- 3 branch locations
- 5 GB storage
- Everything in Starter
- AI email & SMS drafts
- AI work order summaries
- GBP Posts + Dashboard
- Workflows automation
- Website builder + AI content
Business
Multi-location operations
- Up to 30 users
- Up to 1,000 clients
- 10 branch locations
- 20 GB storage
- Everything in Professional
- Priority support
- Higher AI credit limits
SMS, email, AI, and voice are billed pay-as-you-go. See full pricing breakdown →
Where catering businesses lose time and money
The day-to-day friction every catering owner recognizes.
Final headcount changes break the quote math
Event was quoted at 80. Client confirms 105 the week of. You rebuild the quote in a spreadsheet, miss the equipment line, and undercharge by $400. Multiply by 200 events a year and you are bleeding margin to math errors.
Dietary requests get lost between client and kitchen
Bride emails you '14 vegan + 6 gluten-free + 2 nut allergy' three days before the wedding. You forward to the chef. Chef does not read until the morning of. Kitchen short on vegan portions. Bride is furious. Reputation hit.
Equipment + staff costs eat margin you cannot see
You charge $35/head for a corporate lunch. After linen + plates + servers, margin is 12%. But you only see this at end of quarter when you reconcile in QuickBooks. By then the bad pricing is baked in across hundreds of events.
Built for catering businesses
Not a generic CRM. Every feature is tailored to how catering companies actually work.
Headcount-driven quote regeneration
Change the guest count, Smarfle regenerates per-head + equipment + staff + bar costs. Quote PDF auto-updates. Client signs the revision via SMS.
Dietary log with kitchen handoff
Log dietary requests as they come in. Morning of the event, kitchen gets the full breakdown + guest notes pushed to their tablet. Zero allergy mistakes.
Real-time margin per event
Per-head price + equipment + staff costs all in one place. Margin shows live. Stop running events you cannot make money on.
Every catering call, handled your way
Your business number routes however you decide, and you can mix modes by schedule: forward to your phone during the day, switch to text-back or the AI after hours.
Plain forwarding
$0.04/min
Just rings your phone. Every call logged as answered or missed.
Forward with call tracking
$0.10/min
Rings your phone. Recorded, transcribed, summarized, and logged to the customer record.
Busy message + text-back
~$0.05/call
Plays your message, hangs up, and texts the caller. Replies land in your Inbox as leads.
AI receptionist
$0.25/min
The AI answers, qualifies the caller, and books the job. Great after hours if you want it.
Curious how the AI option sounds? Call (866) 355-9645 and try booking a consultation with it.
Is Smarfle the right fit for your catering business?
We built this for a specific type of business owner. Tap each one that sounds like you.
We built this for you if...
Tap the ones that resonate
This probably isn't for you if...
And that's okay
Margin per event, not just revenue
Most caterers know monthly revenue. Smarfle shows margin per event type: corporate lunches 35%, weddings 22%, gala buffets 18%. Tells you which work to push and which to price differently or skip.
The full catering toolkit, in detail
Three ways Smarfle transforms how you operate, get paid, and grow.
Menu + headcount math
Quote generator pulls menu prices + per-head + equipment + staff into one PDF in 5 minutes.
Quote revisions
Headcount changes regenerate the quote automatically. Client signs the new total via SMS.
Package presets
Build standard packages (corporate lunch, breakfast meeting, wedding plated dinner) once. Apply to every new inquiry in seconds.
Catering CRM Built for How Catering Actually Works
Catering is its own animal: every quote starts as a headcount that will change at least twice, every event has a final week of dietary curveballs (suddenly 14 of 80 guests are vegan or gluten-free), and corporate clients pay net-30 while private clients want to pay the day of. Generic CRMs cannot model that. A catering CRM has to handle quote revisions, deposit + balance billing, dietary tracking by guest, equipment rentals tied to the event, and the difference between B2B + B2C billing terms. Smarfle is built for catering operators who do 50-500 events per year and need one tool from initial RFP through final wrap.
A catering CRM that handles quote revisions, dietary tracking, equipment rentals, and dual B2B + B2C billing is what lets an operator scale from 50 to 500 events per year without doubling the office staff.
Quote revisions tied to headcount
Quote starts at 80 guests. Client adds 20 more two weeks out. Smarfle's catering CRM regenerates the quote with new per-head + equipment + staff math. Client signs the revision via SMS. No spreadsheet rebuilds.
Dietary tracking per guest, not per event
Event manager logs 14 vegan, 6 gluten-free, 2 nut allergies. Smarfle pushes the count to the kitchen the morning of, with notes per guest where the host has provided them. Zero allergy emergencies.
Equipment rentals + staffing per event
Linens, plates, glassware, chafing dishes, servers, bartenders. Each line item logged on the event with cost. Margin per event surfaces in real time so you stop running events that break even after equipment + staff.
B2B + B2C billing terms in one tool
Corporate clients pay net-30 on PO. Private clients pay deposit + balance day-of. Smarfle handles both billing terms without forcing you to pick one workflow.
Catering CRM questions
Related industries
Other trades using Smarfle to run their book of business.
Event Planning CRM
Event planners and caterers coordinate constantly. Many planners send couples directly to preferred caterers.
ExploreCleaning Services CRM
Recurring weekly client patterns + auto-billing workflow overlap with corporate catering accounts.
ExploreMoving Services CRM
Equipment + crew + staging workflow mirrors catering's event-day execution.
ExploreWhy businesses stay
A Florida company that treats you like a partner
We answer requests the same day. If your business needs a new feature, or an existing one changed, it gets built fast, often by the next day. Ihor Lavrenenko puts his name on this product: he has helped hundreds of local businesses grow, and Smarfle is how that experience shows up in your operation every morning.
Ready to run your catering business from one place?
Join service businesses that book more jobs, get paid faster, and grow their reputation with Smarfle.
7 days free · No credit card · Cancel anytime