Headcount / AI for catering

AI for catering: what it actually does for a caterer

Most of what you'll read about AI for catering is written for big contract caterers: forecasting demand across hundreds of sites, smart ovens, robots in the kitchen. If you run an independent catering business, the useful part is smaller and closer to home.

AI won't cook the chicken. It will redo the order when 60 guests become 85.

What can AI do for a catering business?

Four jobs worth handing to AI, and where Headcount is at with each.

1. 1Redo the job when the final numbers change.

   A wedding goes from 60 to 85 guests. The quote, the staff roster, the food order, the prep and packing lists, the allergy labels and the invoice all need redoing. That's every number on the job, redone by hand.

   In HeadcountYes. One change updates them all, and nothing sends until you tap approve.

2. 2Turn a client's message into the change.

   "We're now 85, and 3 need gluten-free." AI can read a message like that and work out what moves.

   In HeadcountType the change into the AI agent in the tab on the right, like "Brightwater is now 85", and it lines up every update for you to approve. Reading client texts and emails for you is coming to Scale.

3. 3Answer questions about your own business.

   What's on this week? What's waiting on me? Who still owes money? What do I order for Saturday?

   In HeadcountAsk the AI tab. It answers from your own events, invoices and orders.

4. 4Pick up calls after hours.

   An AI that answers an enquiry at 9pm and books the call back. This one needs care, because it speaks for your business.

   Coming to ScaleNot switched on yet.

Where AI shouldn't act on its own

Prices, allergies, and anything that goes to a client, a supplier or your staff. AI can prepare all of it. You should approve it. Good AI catering software shows you what it changed and waits for you before anything sends.

AI catering software vs ChatGPT or a spreadsheet

ChatGPT can write a menu description. It doesn't know your recipes, your per head pricing, your staff rates or who's booked for Saturday. A spreadsheet knows your numbers but won't redo them for you. AI catering software works from your own numbers and redoes them when the guest count moves, so what you get is your actual quote, not a guess.

How to start using AI in a catering business

1. Start with the job that changes most. For most caterers that's the guest count, because one change touches the quote, the staff, the food order and the prep list.
2. Keep a person on the send button. Prices, allergies and anything that leaves the business get approved first.
3. Use software that knows your numbers. Your recipes, staff rates, margin and bookings. A blank chatbot starts from zero every time.

How Headcount uses AI

Headcount is AI catering software for independent caterers in Australia, in early access now.

• The AI agent sits in a tab on the right. Tell it what changed and it lines up the new quote, roster, food order and prep lists. Nothing sends until you tap approve.
• Quotes are priced per head from your own recipes and staff rates, and redone when the guest count changes.
• Dietary notes follow the guest count onto the prep list and the plate labels.
• PDF invoices with GST, emailed for you once you approve.

Join the list and we'll be in touch to set Headcount up on your own events, at early-access pricing.

What does AI catering software cost?

Headcount's early-access plans are A$99, A$199 and A$399 a month, with Pro for multi-kitchen groups priced on request. AI call answering and AI that reads client texts are coming to Scale. See every plan

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