AI for catering
Tell it what changed. It redoes the lot.
Type the change into the AI agent's tab on the right, in plain words. It prepares the new quote, roster, food order, prep lists and allergy labels, then waits for you to tap approve.
What is Headcount?
Headcount is end-to-end, full-scale AI catering software for independent caterers. It runs the whole job, from the first enquiry and quote to the staff roster, food orders, prep and packing lists, allergy notes, deposits, invoices and the review request after the event. Everything stays in step with the final numbers, and no-shows get refilled from your own list. When something changes, Headcount does the updating, or you tell the AI agent in the tab on the right in plain words. You check it and tap approve.
Everything Headcount handles, from enquiry to invoice
Guest count changesPricing per personQuote revisionsClient e-signaturesDepositsLate-change feesStaff rostersNo-show coverShift remindersTimesheetsFood ordersSupplier ordersPrep listsPacking listsAllergy labelsDietary notesRecipe costingFood cost trackingMenu changesEvent sheetsDelivery runsVan timesEquipment hire
InvoicesPayment remindersCard paymentsCancellationsEnquiry repliesBooking calendarClient historyRepeat ordersCorporate accountsTastingsFinal numbers chaseMargin per eventEvent profit reportsTemperature logsLabour costsKitchen printoutsTeam updatesReview requestsQuote follow-upsStock countsAccounting syncAnswers client callsTestimonial collection
Catering management software
Everything after the booking, done for you. Catering quotes, staff, food orders, prep lists and invoices that update together.
Last-minute guest count changes
Final numbers in, everything follows
A new guest count reprices the quote per person, adds or drops staff, adjusts the food order and sends the client the change to sign, with your change fee.
Catering staff
No call, no show? Covered.
The shift goes to your own list first, then the shared pool. You get a text with who's coming.
Catering pricing per person
Know your margin on every quote
Priced from your recipes and staff hours, so you see food cost, labour and margin before you send it.
Catering order system
Orders and prep lists that follow the numbers
Supplier orders, prep lists, packing lists and allergy labels update with the final count.
Catering invoice software
Deposits in, invoices chased
Deposits taken with the signed quote, invoices sent after the event, reminders until it's paid.
Catering CRM and booking software
Every enquiry lands as a booking
Enquiries from your form, email and texts become bookings, with the client, menu, guest count and dietary notes attached.
Event sheets
One event sheet, always the latest
Your event sheet (BEO) rebuilds itself when the numbers, menu or timings change, so the team works off the current version.
Connectors
Keep everything you already use.
Headcount plugs into your accounting, payments, calendar and inbox. Bring your clients, menus and bookings across from your old system or a spreadsheet. Nothing gets left behind.
Caterease importTotal Party Planner importExcel and CSV
Connectors roll out through early access.
XeroQuickBooksMYOBStripeSquarePayPalGoogle CalendarGmailGoogle SheetsGoogle DriveWhatsAppCalendlyMailchimpShopifyInstagramZapier
Less admin. Less waste. More five‑star reviews.
Tick what's costing you
What's eating your week?
Tap everything that sounds like your last month. We'll show you what Headcount takes off your plate.
Compare
Catering software vs a spreadsheet
What happens in each when the final numbers change.
When the final numbers change
Headcount
Spreadsheet and group chat
Quote reprices per person
Done for you
You redo it
Client signs the change and fee
On their phone
Email back and forth
Staff no-show covered
Refilled from your list
You text around
Food order and prep list
Updated for you
You redo them
Allergy and dietary notes
Follow the plate
Easy to miss
Invoice and deposit
Updated with the change
You remember, or you don't
Three steps
No new app. No new system to learn.
Changes come in the way they already do. You stay in charge.
STEP 1
The client sends new numbers
By text, email or your booking form. Same for a staff member who can't make it.
STEP 2
Headcount updates everything
Quote, staff, food order, prep list, labels and invoice, priced per person at your margin.
STEP 3
You tap approve
Between services, from your phone. Nothing goes out until you say so.
Built by engineers who worked at
Catering software pricing
Most value
Pick the plan for the way you cater.
AUD a month. Join early access now and keep launch pricing.
For home and solo caterers
Solo
$99/mo
AUD, early-access pricing
- Quotes
- Invoices
- Deposits
- Allergy notes
For event and wedding caterers
Growth
$199/mo
AUD, early-access pricing
- Everything in Solo
- Staff rosters
- Food orders
- Prep lists
For corporate and drop-off caterers
Scale
$399/mo
AUD, early-access pricing
- Everything in Growth
- AI Call & Text Agent
- No-show cover
- Delivery runs
Talk to us
Book a 15-minute call.
Tell us how you run your events now, from the enquiry to the dishes. We'll show you what Headcount would take off your plate.
- 15 minutes on Google Meet
- No slides, no hard sell
- Bring your current setup and we'll map it across
Questions
Catering software questions, answered.
What is catering software?
Catering software is the system a catering business uses to run its events: enquiries and bookings, quotes, menus, staff, food orders, prep lists, deposits and invoices. Headcount is catering software built around the guest count, so every part of the job updates when the numbers change.
What is Headcount?
Headcount is end-to-end, full-scale AI catering software for independent caterers. When the final numbers change it updates your quote, staff roster, food order, prep and packing lists, allergy labels and invoice, and it refills no-shows. You approve everything before it sends.
Does Headcount use AI?
Yes. An AI agent sits in a tab on the right of Headcount, and it's a core part of the software. Tell it what changed, like "Sarah's wedding is now 85, and 3 need gluten-free", and it prepares the new quote, the roster, the food order, the prep lists and the allergy labels. Nothing sends until you tap approve.
What is the best catering management software?
The best one is the one that fits how you cater. If your guest numbers change often, look for catering management software where one change updates the quote, staff, food order, prep list and invoice together, and where you approve before anything sends. That is what Headcount is built to do.
How much should I charge for catering per person?
Add your food cost per person, your staff hours per person and your share of overheads, then add your margin on top. Headcount does this sum on every quote from your own recipes and staff rates, and redoes it when the guest count changes.
How much does catering software cost?
Headcount early-access pricing in Australian dollars: Solo A$99 a month for home and solo caterers, Growth A$199 a month for event and wedding caterers, Scale A$399 a month for corporate and drop-off caterers, including the AI Call & Text Agent, and Pro for multi-kitchen groups, priced on request.
Is Headcount catering software for small business?
Yes. Solo is built for home and solo caterers, and every plan works from a phone with no app for your staff.
Can it handle last-minute headcount changes?
Yes. A new guest count reprices the quote per person at your margin, adds or drops staff, adjusts the food order and prep list, and sends the client the change to sign with your change fee.
What happens when catering staff don't show?
Headcount offers the shift to your own list first, then to the shared pool, and texts you who is coming.
Do my staff need to download an app?
No. Shifts and changes arrive as a text.
Does it work for drop-off and corporate catering?
Yes. It works the same for a 20-person lunch drop and a 300-guest wedding.
Does it track allergies and dietary requirements?
Yes. Dietary notes follow the guest count onto the prep list and the plate labels.
Can I move from Caterease, Total Party Planner or a spreadsheet?
Yes. Send us your spreadsheet or export and we will bring your menus, clients and bookings across for you.
What if it gets something wrong?
Nothing goes to a client, a supplier or your staff until you approve it.
Get your evenings back from the spreadsheet.
Join early access, or talk it through with us first.