Start with
One catering form, one event tracker and one kitchen brief template.
CAFÉS & CATERERS
One catering order. One clear brief.
Turn catering enquiries into a kitchen brief and delivery calendar entry. Record a confirmed change once, then carry it through to the people preparing and delivering the order.
See how it worksIllustrative workflow with sample data. We’d confirm the tools and setup for your business.
PAIN POINTS
“Actually, can we make that 24 people?”
You’re serving the lunch rush when a catering customer changes the numbers. Someone else asks about delivery. By the time the kitchen needs the details, you’re searching the inbox to work out which version is current.
- Retyping event details into a calendar and kitchen sheet.
- Losing a headcount or delivery-time change in an email thread.
- Preparing a handover before important details are confirmed.
THE SOLUTION
How the automation works
Use a short form to open one event record. Your team records any changes agreed by email or phone in that record, once. The automation prepares the customer reply, rebuilds the kitchen brief and updates the delivery calendar after approval.
- 01 / TRIGGER
Open the event record
The enquiry form collects the date, headcount, menu and delivery details. Missing information is flagged.
- 02 / AUTOMATION
Prepare the handover
Generate a provisional kitchen brief and a customer reply from the same details.
- 03 / YOUR DECISION
You confirm the details
Check capacity, pricing and dietary requirements with the customer, then approve the order.
- 04 / AUTOMATION
Update the kitchen and diary
Generate the approved brief and create or update the matching delivery calendar entry.
WHEN SOMETHING NEEDS ATTENTIONThe order changes after approval?
Mark the brief as needing review and flag the amendment. Your team confirms it before a new approved version updates the kitchen brief and calendar.
WHAT YOU GET
The kitchen has the confirmed order
A single brief brings together what to prepare, how many people it serves and where it needs to go. The matching calendar entry gives the delivery team the same details.
Example output
- Event
- Sample office lunch · Tuesday
- Headcount
- 24 · confirmed increase from 20
- Menu
- 18 standard lunch boxes · 6 vegetarian
- Dietary requirements
- Confirmed directly with customer · chef’s preparation notes attached
- Delivery
- 12:00–12:30 · reception · confirmed address attached
- Brief status
- Version 2 · approved by café owner
- Calendar
- Existing delivery entry updated to match version 2
Illustrative order. The owner entered the new headcount once and approved the revision. The brief and calendar now both show 24 people, with the menu and preparation notes confirmed by the team.
INTEGRATIONS & HOSTING
The tools working together
| Tool | Its part in the workflow |
|---|---|
| Google Forms & Sheets | Collect the enquiry and maintain one event record with a clear version and status. |
| Google Docs & Calendar | Create the kitchen brief and add the confirmed event to the delivery calendar. |
| Gmail | Holds a reply draft asking for missing details or summarising the order for confirmation. |
One order through every revision
An event ID ties the record, brief and calendar entry together. A revision updates the existing order rather than creating another event. Dietary requirements are recorded from your team’s confirmation; food-safety decisions remain with you.
Where it runs
The automation runs in your Google Workspace account. Event records and briefs stay there, with capacity and access checked for your order volume.
Technical references
A FIRST PROJECT
Test it on real work.
Measure the difference
Compare handover preparation time, late amendments reaching the kitchen and orders reopened because information was missing.
Test the awkward cases
Change the headcount or delivery time after approval. Check that the revision is flagged, the old brief needs review and approval updates the existing calendar entry.
Are catering details scattered across the inbox?
We’ll agree one suitable automation, its monthly price, support and any separate software or usage costs before building. The build is free, with 30 days to try it from go-live. Continue at the agreed price, or cancel before the trial ends.