Ever feel like your staff’s stretched thinner than pulled pork at a vegan potluck?
You’re not alone.
We’re in the middle of what I like to call the “catering labor crunch.” Fewer hands on deck. More orders rolling in. And if you’re not using the right tools, you’re stuck doing things the hard way - tape, spreadsheets, and prayers.
But here’s the good news:
CaterZen's catering software gives smaller teams the power to handle more volume without hiring more people - or losing their minds in the process.
Let’s break it down...
1. Your 24/7 Virtual Order-Taker
Taking orders over the phone used to be a full-time job. Today? CaterZen’s online ordering does the heavy lifting while you sleep.
- Customers build their own orders - no back-and-forth.
- Upsells happen automatically (think: drinks, desserts, extra sides).
- Menus, modifiers, and pricing? All built in.
- Orders flow right into your kitchen and delivery workflows.
Many CaterZen customers report that the majority of their orders now come through online ordering, dramatically reducing phone time and freeing staff to focus on production and service.
One of our clients, Jennisa from Backyard Catering, told us she wakes up to online orders in her inbox - and loves that blackout dates give her full control on crazy-busy days.
Let’s put some math behind it:
If online ordering saves your team 10 hours/week, and you’re paying $25/hour...
That’s $13,000 a year in reclaimed time.
That’s not theory. That’s real.
2. Prep Reports That Practically Run the Kitchen for You
Ever spent an hour tallying chicken trays, fruit cups, and gallons of tea across five events?
Me too. It’s a productivity killer.
With CaterZen’s kitchen production reports:
- Ingredient totals are automatically aggregated.
- Recipes scale instantly based on headcount.
- Orders update in real time.
- The kitchen gets clean, clear prep lists—no guessing, no mistakes.
At my old restaurant, one miscounted pan of ziti led to an emergency grocery run... and one ticked-off bride. Never again.
Lucy Plattner of Hacienda Mexican Restaurant explained that production reports eliminated manual prep calculations: “I don’t have to worry about the prep report. It’s already done automatically… I just print it and I’m done,” removing a daily administrative task from kitchen leadership.
3. Delivery That’s Smarter (and Less Chaotic)
Coordinating deliveries used to be like playing air traffic controller during a storm. But with CaterZen’s delivery management, it’s smooth sailing:
- Visual route maps and smart driver assignments
- Drive-time and mileage built in (no need to open Google Maps)
- Real-time delivery notifications to customers
Delivery routing and driver tools allow caterers to consolidate routes and reduce the number of drivers needed for a shift, sometimes cutting delivery labor by a third while maintaining the same volume of orders.
Jack Stack Barbecue’s story shows how CaterZen’s routing and delivery tools helped them streamline deliveries to multiple addresses — especially during peak demand — turning a logistical headache into an efficient process that lets their team focus on service and growth.
It’s like adding a logistics department... without adding payroll.
4. CRM + Rapid Order Entry = More Sales, Less Work
Got regulars?
With CaterZen’s robust CRM, you can:
- Clone past orders in seconds
- Store delivery notes, contact info, favorite meals
- Schedule follow-ups and reminders automatically
You’ll look like a rockstar, your clients will feel remembered, and you’ll never retype another 75-item school lunch order again.
CaterZen’s rapid order duplication and stored client data allow repeat orders to be placed in seconds, reducing order-entry time by 70–80% and enabling a single coordinator to manage hundreds of recurring accounts.
5. Proposals, BEOs & Contracts - Without the Paper Chase
Remember juggling Word docs, PDF contracts, and paper BEOs?
Yeah... let’s not.
CaterZen automates:
- Quotes and invoices (clients can even generate their own)
- BEOs that sync with orders
- Contracts with e-signatures
- Auto-updates across all documents when changes happen
Big Dan’s BBQ dramatically improved its proposal and quoting workflows with CaterZen, turning fragmented manual processes into a smooth, centralized system and giving their team more time to focus on serving customers.
Before vs. After CaterZen: A Day in the Life
Before CaterZen
You’re juggling five calls, hunting down lost invoices, and manually adding up prep lists while someone shouts from the kitchen, “Where’s the sauce for that 75-person office lunch?!”
After CaterZen
You sip coffee. Orders hit your inbox. Kitchen team preps off auto-generated lists. Drivers get optimized routes. You focus on selling, marketing, and growing.
BONUS: Organized Systems = Happy Staff
Here’s a little secret most folks don’t talk about...
People don’t quit jobs. They quit chaos.
When your team’s dealing with:
- Missing delivery addresses
- Surprise orders no one prepped for
- Phone tag with customers…
…it’s only a matter of time before burnout shows up.
But when they’ve got systems in place? Life gets easier. They’re happier. They stay longer.
That’s how you keep great people around.
The Bottom Line: Grow Revenue, Not Headcount
Let’s face it: the labor market isn’t getting easier. You can either…
- Keep scrambling with pen, paper, and panic…
- Or plug into a system that helps you scale smart.
CaterZen gives you that system. It’s like adding extra staff - without the salaries.
Want to See It in Action?
Some operators find that savings in administrative time, reduced errors, and improved prep planning can offset the cost of catering software within months.
I invite you to schedule a demo or start a free trial. Let us show you exactly how CaterZen can help your team:
✅ Save time
✅ Serve more clients
✅ Eliminate chaos
✅ And boost profits
- 👉 Take a free trial of CaterZen and see how easy it is to handle more orders with less chaos.
- 👉 Book a personalized demo to discover how CaterZen helps you streamline, scale, and stay sane - no extra staff required.
If you’ve got questions or want help tailoring the software to your business, we're just a click away. Because at the end of the day, our job is to make your job easier.
Let’s grow your catering business without adding headaches.
