A template to put this into practice
Use a fictional event to describe your current workflow. Direct download with no signup.
The guest count changes but the kitchen never hears
Fictional example: a quote is accepted for 60 guests, then increased to 75. Purchasing still uses the old PDF and the kitchen receives a different worksheet. The first question is which version is authoritative and who has acknowledged the change.
Check whether your current software supports statuses, revisions and shared tasks before commissioning development. Integration is worth assessing when quoting, purchasing and preparation require repeated manual entry.
One event record with a confirmed revision
Use the same event identifier in quotes, purchasing and preparation orders. Preserve the accepted revision: editing a new proposal must not silently replace confirmed details. Separate requested, accepted and undecided information.
- Event date, delivery time and service location.
- Confirmed guest count and deadline for changes.
- Agreed menu and quantities with clear units.
- Commercial owner and preparation owner.
- Status: enquiry, quoted, accepted, in preparation, delivered or cancelled.
An accepted quote should not automatically place purchases
Confirmation can generate draft requirements for review. Quantities depend on recipes or specifications validated by the business, units, portions, available stock and other events. A commercial description such as ‘full menu’ is not enough to calculate ingredients.
The purchasing owner reviews requirements and authorises orders. A first project may simply generate a pending list linked to the event. Reserving stock, grouping suppliers or placing orders needs additional rules and a working integration with the management system.
Make the consequences of each change visible
When guests, menus or timings change, record the difference from the previous confirmed revision. Show the owner which purchases and tasks require review. Updating a CRM does not mean an issued purchase order or kitchen worksheet has been corrected.
Repeated confirmation must leave a single event. Connection failures leave visible pending changes. Cancellation requires its own status because materials may already have been purchased or preparation started.
Test with three fictional events
Agree these checks with the people who will use the system before live operation. They validate information flow rather than assume software alone solves catering operations.
- Accepting a quote creates one event with the correct menu and revision.
- Changing from 60 to 75 guests highlights the difference and pending purchasing and kitchen reviews.
- Two events on one day keep their timings, quantities and owners separate.
- Repeated delivery or connection failure does not duplicate work or hide changes.
- Cancellation preserves history and allows existing commitments to be reviewed.
- Each role sees only the information it needs and can export the agreed record.
Start with the quote and preparation order
An initial project can connect quote acceptance to an event record and a preparation order for review. Agree data sources, fields, statuses, permissions and acceptance checks before fixing the price. Automated purchasing, accounting, payments and messaging are assessed separately.
Adaris works from Elche with small businesses in Alicante and across Spain. Share a fictional quote, your software names and the step you repeatedly copy. Keep attendee personal information and sensitive data out of the initial enquiry. Commercial communication is in Spanish.
Related services
Where does the latest event change get lost?
Tell us what you use for quotes and what reaches the kitchen. We can assess an initial integration with agreed scope and checks. Commercial communication is in Spanish.