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Best caterer booking software to grow your business

Smart scheduling, seamless payments, and automated reminders — built to keep your calendar full and customers coming back.

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Your Caterer Business
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Everything you need to run your caterer business

Packed with powerful tools to grow your revenue, streamline your bookings, and boost client retention.

Event date locking with deposit triggers

Hold the date while you quote, then automatically confirm the booking once the deposit is paid. No more awkward “is it definitely ours?” conversations when another enquiry comes in for the same Saturday.

Tasting and consultation slots that make sense

Offer tasting appointments and planning calls with proper time buffers for prep, travel and clean-down. Clients pick a slot that fits, and you stop juggling back-and-forth messages during service.

Menu choices, allergens and equipment notes captured upfront

Collect the details you actually need: dietary requirements, service style (drop-off, buffet, plated), venue kitchen access, power/water, and hire items. Everything sits against the booking so the team can prep confidently.

Automated reminders for final numbers and deadlines

Send clients prompts to confirm headcount, menu choices and delivery times before your ordering deadline. Fewer panicked calls and fewer “we forgot to mention…” surprises in the final week.

Route-aware deliveries and set-up windows

Plan drop-offs, hot holds and set-up times with clear arrival windows. Add notes for loading restrictions, venue contacts and service lifts so you’re not guessing on the day or ringing around from the van.

Card payments, invoices and split schedules

Take deposits by card, schedule the balance for a set date, and issue invoices for corporate catering. Reduce time spent chasing finance teams or couples who are busy juggling a dozen wedding suppliers.

The challenges every caterer faces

Headcount changes that wreck ordering and prep

Clients tweak numbers right up to the deadline, and it’s easy to miss a message or update the wrong spreadsheet. One forgotten change can mean running short on mains, over-ordering canapés, or wasting expensive ingredients. You need a clear “latest numbers by” date and a single source of truth.

Dietary requirements and menu variants getting lost

Vegan, halal, nut-free, coeliac, kids’ portions, supplier swaps — the detail is endless. When notes are scattered across emails and WhatsApps, the risk is a wrong dish on the day. Catering needs booking forms that capture allergens, service style and equipment needs properly.

Deposits, staged payments and cancellations

Most events aren’t paid in one go. You’re taking deposits to secure the date, balancing payments against ordering deadlines, and dealing with cancellations or date moves. Without a proper system, you end up chasing money at night and arguing over what was agreed when.

Peaks, pinch points and last-minute add-ons

Wedding season, Christmas parties and summer events create intense bursts of enquiries. Then come the late add-ons: extra guests, canapé upgrades, staff hire, glassware, a second delivery run. You need a way to manage capacity, buffers and cut-off times so you don’t overpromise.

✓ We solve this

One platform for everything

  • 24/7 online booking
  • Automated reminders
  • Instant payments
  • No more double-bookings
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Built for real caterer workflows

A normal day in catering starts early. You’re checking what’s going out, what needs ordering, and whether the venue has changed access times again. While you’re doing prep, enquiries still come in: a corporate lunch for next Thursday, a party buffet for Saturday, a wedding asking for a tasting, and someone wanting “a rough price” without giving guest numbers. This is where a proper booking system...

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What we help with

  • Holding prime Saturdays with no deposit, then losing the date
  • Dietary requirements buried in WhatsApp threads and missed on the day
  • Headcount changes coming in after you’ve already ordered stock
  • Corporate clients asking for invoices while you’re mid-service
  • Double-booking tastings and site visits around event prep
Caterer Business Mobile App

Manage Your Caterer Business
From Anywhere

Download the iBookFast Provider app and manage your caterer bookings on the go. Accept appointments, chat with clients, track earnings – all from your phone.

Real-Time Caterer Bookings Accept caterer bookings, confirm or reschedule instantly
Live Chat Message your caterer clients directly
Push Notifications Never miss a caterer booking or enquiry
Business Analytics Track your caterer business earnings
Team Management Manage your caterer team schedules
Review Management Respond to caterer service reviews
Download on the App Store
Get it on Google Play

Free to download. Requires a iBookFast provider account.

Quick Setup

Get started in 3 simple steps

Your caterer business accepting bookings in under 5 minutes

1

Add your menus, packages and service styles

Set up wedding catering packages, corporate buffet options, canapé menus, and party food trays. Include service style choices like drop-off, staffed buffet, or plated service, plus add-ons such as staff, hire items, and extra delivery runs.

2

Set deposit rules and key deadlines

Decide what secures a date (fixed deposit or percentage), when the balance is due, and your cut-off for final numbers. Build in tasting/consultation slots with buffers so you’re not squeezing them between prep and deliveries.

3

Share your booking link and start taking proper enquiries

Put the link on your website, Google Business Profile and socials. Customers can request a date, book a tasting, and submit dietary and venue details without chasing you during service.

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Simple Pricing

Choose the Perfect Plan for Your Business

Start free and scale as you grow. No hidden fees, cancel anytime.

Starter

Perfect for getting started with your first listing

Free
  • 0% platform commission
  • Free Listing
  • Email Notifications
  • Unlimited Services
Get Started Free

Pro

Great for growing businesses with multiple services

£ 14 /month
  • Up to 5 team members
  • 0% platform commission
  • Up to 5 staff members
  • Custom subdomain
  • Embed Widgets
  • Group Bookings
  • 30-day free trial
Start 30-Day Free Trial

30-day free trial, no card required

Premium

Best for established businesses ready to scale

£ 29 /month
  • Up to 15 team members
  • 0% platform commission
  • Up to 15 staff members
  • Custom subdomain
  • Embed Widgets
  • Group Bookings
  • 30-day free trial
Start 30-Day Free Trial

30-day free trial, no card required

Secure Payments
Cancel Anytime
24/7 Support
No Hidden Fees

Save 10+ Hours Weekly

Automate scheduling and spend more time on what you do best

Increase Revenue by 40%

Fill more slots and reduce no-shows with automated reminders

Happier Clients

Provide a modern booking experience your clients will love

FAQ

Questions? Answers.

Everything you need to know about our caterer booking system.

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Can I handle urgent, last-minute catering requests without messing up booked events?

Yes. You can set rules for lead times, same-week availability, and capacity so last-minute enquiries only see slots you can realistically fulfil. If you do take a rush job, you can block prep time and delivery windows so it doesn’t collide with a wedding or large corporate order. It stops you agreeing to something that looks fine on the diary but isn’t workable in the kitchen.

What types of catering jobs can customers book through the system?

Typical bookings include wedding catering enquiries and tastings, corporate lunches, buffet deliveries, party food platters, and staffed events. You can separate “consultation/tasting” from “confirmed event booking” so you’re not giving away prime dates without commitment. Each job type can have its own questions, timings and pricing.

How do deposits and final balances work for catering bookings?

You can take a deposit to secure the date, then schedule the remaining balance for a set date (often after final numbers are confirmed). For corporate catering, you can issue invoices and track what’s outstanding. This reduces the usual chasing and avoids turning up to an event with no payment plan in place.

How does it cope with wedding season and Christmas party peaks?

You can open and close dates, limit daily covers, and add buffers for prep and travel during your busiest periods. For Christmas, you can offer fixed delivery windows and cut-off dates for changes so you’re not accepting amendments right up to the last minute. It helps protect your capacity when enquiries spike.

Can multiple team members manage bookings and event details?

Yes. If you’ve got a kitchen team, delivery staff, or an events manager, everyone can see the latest event notes, timings and dietary requirements in one place. That means fewer “who said what?” moments and less reliance on you forwarding messages. It’s especially useful when you’re on-site and someone else is prepping the next job.

Does it help turn quotes into confirmed bookings?

It does, because the next step is clear: book a tasting, approve the quote, and pay a deposit to lock the date. You’re not waiting for someone to “get back to you” while you turn away other work. Automated reminders can nudge clients who’ve had a quote but haven’t secured their date yet.

How are customers kept informed about timings, menus and changes?

Customers receive confirmations and reminders for tastings, payment dates, and deadlines for final numbers. You can collect venue contact details and delivery instructions so everyone is aligned early. It cuts down on last-week panic and reduces the back-and-forth that usually happens in the evenings.

Can I offer flexible pricing for different event sizes and add-ons?

Yes. You can price per head, offer set packages, and add optional extras like canapés, late-night food, staffing, crockery hire or additional delivery drops. You can also set minimum spends for peak dates and different pricing for weekdays vs weekends. This reflects how catering is actually sold, rather than forcing a one-size-fits-all price.

0% Commission

Keep 100% of your earnings

70% Less No-Shows

Automated reminders

24/7 Booking

Accept bookings anytime

Instant Payments

Get paid upfront

Why iBookFast for your caterer business?

Catering bookings aren’t just “an appointment”. They’re a chain of decisions and deadlines that affect stock, staffing and delivery. If you get the date wrong, you lose the job. If you get the headcount wrong, you lose money. If you miss a dietary note, you risk your reputation. In the UK, the rhythm of work is predictable: wedding catering ramps up from spring through late summer, corporate cate...

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Take Your Next Catering Booking Without the Back-and-Forth

Secure dates with deposits, capture dietary notes, and keep weddings, buffets and corporate lunches organised — with 0% commission.

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