Catering CRM That Manages Quotes, Headcounts, and Dietary Needs
Corporate lunches, weddings, private parties. Quotes change as headcounts shift. Dietary requests come in days before the event. Smarfle keeps every detail straight from initial inquiry to final invoice.
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
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.
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.
Specialized catering solutions
The workflows every catering business lives or dies by, each with a dedicated guide.
Catering Scheduling Software
Book recurring visits, one-off jobs, and appointments on a shared calendar that the office and field both see.
Learn moreCatering Dispatch Software
Live job map, drag-to-reassign dispatch board, and route optimization keep your catering fleet moving.
Learn moreCatering Billing Software
Recurring service plans on auto-pilot. Save customer cards, auto-charge monthly maintenance, stop chasing payments.
Learn moreCatering Invoicing Software
One-click invoicing from completed catering jobs. Stripe payment links, aging report, and overdue reminders built in.
Learn moreIs 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.
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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.
Everything your catering business needs
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.
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 3 users (1 owner + 2 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 →
Catering CRM questions
Related industries
Other trades using Smarfle to run their book of business.
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Equipment + crew + staging workflow mirrors catering's event-day execution.
ExploreReady to run your catering business from one place?
Join service businesses that book more jobs, get paid faster, and grow their reputation with Smarfle.
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