Catering CRM: from quote revisions to service time every event under control
Catering software, program and CRM on one platform: Catering job tracking software, customer management software and sales automation with WhatsApp.
An invitation where the headcount changed three times, a launch whose menu was updated on the last day, a factory that orders meals every month — every one with its quote, operations plan and payment collection in a single panel. Details that get lost in email chains shouldn't turn into a surprise on the morning of the event.
Which CRM software should be used for Catering? ÖzgürKod is a CRM for Catering businesses: Manage event quotes, menu revisions, the operations-day task plan and corporate contract payment collection in one panel. Setup takes minutes; try it free for 7 days.
The battles lost before event day
The kitchen is ready; the problems are in quote chains, last-minute revisions and forgotten operational details.
Revisions get lost in email chains
Headcount is 80 on Monday, 110 on Wednesday; salmon came off the menu, a vegetarian option went on. People dig through the email chain to find which version is current; the kitchen prepares from the old list and the mismatch shows up on event day.
The operations list gets written the night before
Service equipment, staff count, vehicles, table layout, service time... Every event starts the same list from scratch, often the night before. A single forgotten item — even a ladle — becomes the most expensive mistake to fix on site.
The risk of double-booking the same date
Because opportunities at the quote stage aren't written into the calendar, two big invitations can be approved for the same Saturday. When capacity isn't visible, either the job gets turned down or quality is put at risk.
Corporate payments quietly fall behind
Companies that order monthly meals pay on different terms; who paid, whose receipt came in, who has been silent for 45 days — you can't tell without opening the accounting file. Late payment collection quietly drains your cash flow.
Price inquiries leave without a quote
In season, dozens of "how much per person?" questions come in every day; during a busy operations week, replies to these messages are delayed. Every inquiry you don't send a quote for is an invitation a competitor approves.
Communication drops off after the event
The invitation ends, the equipment is packed up, and the relationship ends there too. A happy customer is never asked for a review, a referral or next year's anniversary job; recurring yearly business doesn't build up in your portfolio.
What does ÖzgürKod do for catering companies?
It connects quote, operations and payment collection into one flow; however much an event changes, the current version is always clear.
The event journey from price question to service
- Record every event inquiry with a source tag; present the menu and headcount in a PDF quote, and process every change with the Revise status — so the current version is always the latest quote
- Open a task board for event day: plan equipment, staff, vehicles and service times with checklist items, and let due-date notifications flag missing items in advance
- Track approved events and events at the quote stage through pipeline stages; see the risk of pile-ups on the same date on the board, and sync appointments two-way with Google Calendar
- Segment corporate contracts; track monthly payment collection with due-date tracking, let AI detect incoming receipts, and send a one-click reminder to late payers with a template
- After hours, let the chatbot ask for the event date, headcount and menu preference and create a pre-registration; your team starts the day with a warm inquiry
- Send a post-event thank-you and feedback message with a template; segment customers with an upcoming anniversary and reach out again through the campaign module
An event inquiry that comes in via WhatsApp, a web form or a referral lands on a card with a source tag; the date, headcount and event type are captured from the first message.
Venue and kitchen conditions are clarified; menu alternatives are prepared from catalog items, and meeting notes build up on the card.
The per-person price and menu are sent as a PDF quote; the Sent/Approved/Revise status is tracked in the flow, and every change is recorded as a new version.
An approved event moves to the operations stage in the pipeline; equipment, crew and vehicle items open as a checklist on the task board.
Tasks reach the team in time order; last-minute changes go out through one channel, and everyone on site sees the same list.
Deposits and balances are tracked with split payment records; payment terms work for corporate contracts, and AI captures the receipts.
Thank-you and feedback messages go out from a template; segment campaigns are set up for anniversaries and seasonal events.
Not from a personal phone, but from the business line
Don't let Customer messages get lost on employees' phones; the line belongs to the business, the history belongs to the CRM.
In minutes with a QR code, or with the official WhatsApp Cloud API. You can keep using the WhatsApp Business app on your phone and connect the same number to the CRM at the same time (coexistence).
The chatbot answers common questions and collects customer information; a member of your team takes over the conversation whenever you want.
Send an announcement or reminder to the customer group you choose with a Meta-approved template; see how many people it reached and how many read it.
Auto-reply to a “price?” comment on your post and send the details by DM; the person who commented also lands in the inbox.
Don't track everything yourself; let it tell you what matters
It reads messages, surfaces who is waiting for a reply and what's at risk, and starts your day with a summary.
Know who to get back to first
- Message analysis: urgency, satisfaction, buying intent and risk; complaints and urgent requests are separated.
- Awaiting reply: unanswered conversations and messages requesting an appointment in one list.
- Today's tasks: a short morning summary showing who you need to follow up with that day.
- Ask a question: type questions like “How many new customer came in this month?” and get answers from your data.
AI features run on accounts with AI analysis turned on; when it's off, messages, appointments and follow-ups run on rules.
Messages, quote, payment collection and your team — in one account
When a customer writes, their history, open quote and balance are on the same card. You don't need to make your team install a second app.
Customer cardMessages, appointments, quotes, payments and notes on one card; even if the team member changes, the history stays with the business.
Team and permissionsAssign records to team members; if you want, each person sees only their own customers.
Track it from ad to customerLeads from Meta ad forms land in the record together with their source.
Full power on your phoneThe panel is mobile-friendly; reply to a message, reschedule an appointment, add a note from your phone.
The tools you need in one place
Click any one to explore it in detail.
Unified inbox
WhatsApp, Instagram DMs and comments, Messenger, Telegram, TikTok and web chat on one screen.
Appointments and reminders
An online booking page, WhatsApp reminders, and a calendar that updates with “Coming / Cancel / Another time” replies.
Lead Pool and sales process
Track leads by temperature and stage, so you never miss a record whose follow-up date has passed.
Quotes and deals
Prepare an itemized quote in minutes, send it as a PDF, and track its status.
Payments and payment collection
Deposit, partial payment and balance; see who owes how much on their card.
Team task tracking
Assign work to a person, slot it into their free time, and catch overdue work with a notification.
Chatbot
24/7 answers to common questions, information collection and handover to your team.
WhatsApp campaigns
Bulk messages to the group you choose with an approved template; delivered and read tracking.
Metrics and reports
New leads, response times, won and lost records on a single dashboard.
Product and service catalog
Enter your services and prices once; use them in quotes and in chat.
Wherever your Customer write from
Messages from every channel land in the same inbox; the conversation is assigned to one of your team members and merges into the customer card.
- WhatsAppCloud API or QR
- InstagramDMs and comments
- MessengerYour Facebook page
- TelegramYour Telegram bot
- TikTokDM
- Web chatThe widget on your site
- Meta ad formsWith the ad source
Connect Telegram with your own bot token, Instagram and Messenger with your Meta account, and WhatsApp with a QR code or via the Cloud API. Unified inbox →
What should you look for when choosing a CRM for Catering?
Before you decide, evaluate your candidates against these 5 criteria.
5 criteria
- A module ready for your industry. Instead of adapting a generic CRM for months Catering choose a system that is ready on day one for your workflow (record fields, tags, reminder templates).
- WhatsApp and Instagram integration. In Turkey customer most communication comes through WhatsApp and Instagram; a CRM that does not offer a unified inbox through the official API leaves half the work outside.
- Automatic reminders and follow-up. Appointment, payment and repeat reminders should live in the system, not in memory; every missed reminder is lost revenue.
- Turkish-language support and TL pricing. Dollar-based foreign tools carry exchange rate risk and an English-only support barrier; TL pricing and Turkish-language setup support make total cost predictable.
- Free trial and cancellation without commitment. Try it with your own data before you decide: choose a solution that requires no credit card, offers at least a 7-day free trial and can be canceled whenever you want.
Catering program, software or CRM?
Most business owners search for the solution they need as “Catering program,” “Catering software,” “Catering job tracking software” or “Catering customer management software.” “CRM” is the international name for this solution, and the need is the same: keep customer information in one place, never miss a request, and bring order to your work.
As a Catering automation, ÖzgürKod gathers customer messages from WhatsApp, Instagram and the web in one panel and handles quote and payment collection tracking on the same screen. We also cover industry-independent selection criteria in our CRM software selection guide.
Method comparison for Catering
Notebook/Excel, a general-purpose CRM and ÖzgürKod side by side.
| Criteria | Notebook / Excel | General (foreign) CRM | ÖzgürKod |
|---|---|---|---|
| Mesajlar | Scattered across phones | Mostly an extra module or extra fee | WhatsApp, Instagram and web in one inbox |
| Reminders and follow-up | Left to memory | Needs setup and integration | Follow-up date, notification and tasks ready |
| Customer history | Between notebook, phone and email | Yes, with generic fields | On one card: messages, quote, payments, notes |
| Teamwork | It’s unclear who is handling what | Extra cost per user | Assignment, tasks and record-based permissions |
| Language and pricing | — | Usually $ pricing, English support | TL pricing, local support in Turkish |
| Starter | Invisible cost in time | Long setup, exchange rate risk | 7-day free trial |
Starts at 2.500 ₺ / month
7-day free trial · No setup fee · Upgrade your plan any time
Every message answered late is an opportunity handed to a competitor.
If your average sale is ₺4,000: the monthly cost of your subscription is not even a single sale.
Frequently asked questions
Have another question? Write to us and we’ll look at your workflow together.
What does a CRM do for a catering company?
The invisible half of the catering business is paperwork and communication: quote versions, headcount changes, operations lists, deposits and corporate payment terms. A CRM brings this scattered layer together in one panel. Each event's current quote, task list and payment status sit on its own card; requests from WhatsApp and your web form are never lost. Your kitchen already does its job well; a CRM makes the rest of the organization run in the same order.
How do I manage headcount and menu changes?
Each change is recorded as a new version of the quote with a Revised status; the valid one is always the last approved quote, and that is how it shows on the card. The "we said 80 on Monday, it was 110 by Wednesday" muddle doesn't turn into email archaeology. When a revision request arrives as a message, AI classifies it and brings it to the top; you send the updated PDF with one click. The kitchen and operations team also see the latest version on the card, so preparation is always based on the right number.
How do I plan event-day operations?
For each approved event you open a card on the task board: items such as service staff, equipment, vehicles and setup time are added as checklist items; each item gets an owner and a due date. An unfinished item reminds you with a due-date notification. For event types you run often, you copy the item list you use as a template and adapt it for each job; a fixed system replaces lists written on paper the night before.
Can I track monthly payment collection from corporate clients?
Yes. You group the companies you provide monthly meals for in a corporate segment and enter each contract's invoice period and due date in payment tracking. Balances coming due and overdue balances are separated in the payment collection report; when a client sends a receipt via WhatsApp, AI detects it and helps you match it to the card. You send a polite reminder to late payers with one click from a template. You can see how much each client owes without opening an accounting file.
Can clients approve quotes online?
No; there is no digital signature or online approval button on the quote, let's state that clearly. The flow works like this: the PDF quote is sent via WhatsApp or email, and when the client replies you change the quote to Approved or Revised status. This way both verbal approvals and approvals sent by message are recorded in a single flow. The moment of approval, the deposit record and the opening of the operations plan are linked together on the same card.
We can't keep up with price questions during peak season. What's the solution?
Two layers work together. During business hours, quick reply templates send menu and per-person pricing in seconds; AI classifies price questions and brings hot leads to the top. Outside business hours, a chatbot takes over: it asks for the event date, headcount and menu preference, creates a preliminary record and hands the conversation to the team in the morning. A henna night request that comes in at night isn't left unanswered until noon the next day; you start the quote race ahead.
Catering software and CRM the same thing? Which one is ÖzgürKod?
In practice they describe the same need. Businesses usually search for "Catering software", "Catering software", "Catering job tracking software“ or “customer management software”; “CRM” is this solution is the international name. ÖzgürKod delivers all of these names on one platform: customer communication, appointments, quotes and orders, payment collection and reporting are all in one place. So whatever term you search with, the solution you reach is the same; you don’t need to set up separate software.
Solutions for similar businesses
Don't greet the next event with a list written the night before
7-day free trial, no credit card required. In your first week, line up your open quotes in the flow; try your operations board on your first event.