The High-Volume Caterer’s Efficiency
Playbook
Managing a million-dollar (and especially a multi-million-dollar) catering operation is a high-wire
act. You’re juggling dozens of events, hundreds of client requests, and countless menu details.
Every minute counts – yet too often, those minutes slip away in email chains, spreadsheet edits,
and clunky software workarounds.
The result? Frustrated teams, wasted effort, and growth stuck in low gear.
This playbook is all about changing that trajectory. We’ll show you how to save time, streamline
workflows, and scale efficiently using real data and proven tactics.
The Hidden Costs of Inefficiency in Catering
High-volume caterers know that time is the most precious ingredient. When your team is
slammed, inefficiencies aren’t just minor annoyances, they’re growth killers.
An independent survey of 250 catering professionals found that if they had more time in their
day, 65% would channel it into more creative menu development and 36% would invest it
in improving customer service. In other words, every hour wasted on administrative busywork
is an hour stolen from innovation and client experience.
What does inefficiency look like on the ground? It’s your sales manager retyping the same event
details into three different systems. It’s your chef not getting the latest headcount because it was
buried in an email thread. It’s the déjà vu of fixing a mistake that happened simply because
information fell through the cracks.
Disorganized workflows mean more time spent on administrative tasks and less time
focusing on strategies for growth…a recipe for stagnation. Even worse, when your tools and
team aren’t in sync, errors multiply.
Lack of time plus an incohesive team equals poor customer service, food wastage, and
mistakes. These are expensive problems for high-volume catering business. A single error on a
major event can eat away at your profit margin and your reputation.
The bottom line is that outdated or fragmented tools (think a mix of legacy catering software
like Caterease or a patchwork of spreadsheets) carry a high hidden cost. They create silos, slow
everything down, and frustrate your staff.
If you’re aiming to be a modern, high-volume caterer, it’s time to break free. In the sections that
follow, we’ll outline a playbook of efficiency “plays” - each one designed to cut out waste and
boost your operational agility. These aren’t theoretical ideas; they’re backed by hard data and
real-world results from catering teams that have made the leap.
Let’s dive in.
1. Speed Up Your Sales Cycle with Streamlined Proposals
Every minute you shave off the proposal process directly impacts your revenue. Clients
who get their proposals faster are less likely to shop around, and quick, clear communication
sets the tone for a great client experience.
Yet many caterers spend hours building each proposal - gathering menu items, pricing
everything out, writing up event details - only to send a basic document that prompts a dozen
follow-up questions.
It doesn’t have to be this way.
Take the example of Stonehouse Catering. Before revamping their workflow, the team spent an
enormous amount of time piecing together proposals and answering client questions. The
process was manual and tedious.
After implementing an integrated proposal solution, Stonehouse cut proposal creation time
by 80%, saving 30+ hours every week. Proposals that once took hours now “take minutes to
put together, instead of hours, and customers receive a sleek, visual document with all of
the information they requested”.
The payoff was immediate: with clients seeing exactly what they needed up front, Stonehouse
now spends 50% less time fielding follow-up questions from clients.
Speed isn’t just about convenience, it’s a competitive advantage. When you can turn around a
detailed, attractive proposal in a day (or less), you wow clients and beat competitors to the
punch.
Catering Concepts of NWA discovered this after upgrading their tools. “We moved to Curate
from Caterease and saw a 20% jump in our close rate because we were able to get out
proposals faster and our customers’ experience was 1000x better,” says John Paul, their owner.
Faster proposals meant more signed contracts - a direct boost to the bottom line. And as John
Paul noted, clients loved the improved experience. A polished proposal with rich visuals and
easy e-signature beats a plain PDF and a fax any day.
“We moved to Curate from Caterease and saw a 20% jump in our close rate
because we were able to get out proposals faster and our customers’
experience was 1000x better.”curate.co
— John Paul, Owner of Catering Concepts
How can you achieve similar results?
Start by templatizing and automating your proposal workflow. Use a system that pulls in client
inquiry details automatically, so you’re not retyping names, dates, and menu selections.
Leverage a custom proposal builder with e-signature to streamline the process end-to-end.
When Island Kitchen switched to this kind of modern proposal software, it transformed their
sales process, enabling them to handle a higher volume of events across two locations without
missing a beat. (In fact, they’ve called adopting modern catering software the best business
decision they made in recent years.)
The key is that every proposal should be quick to generate, easy to adjust, and
impressive to view. If your current process or software makes that hard, it’s time to consider a
change.
Efficiency Play
Audit how long your team spends from inquiry to proposal to signed contract. If it’s days or
weeks, you have an opportunity to win back time. Even reducing proposal turnaround from 48
hours to 24 hours can significantly increase your booking rate.
Speed coupled with quality is the name of the game. Aim to implement tools that let you
respond to a new lead with a beautiful, accurate proposal in the same day, populated with all
your latest menu items and pricing.
Your clients will notice the white-glove responsiveness, and your calendar will fill up faster.
2. Eliminate Duplicate Work through Integrated Systems
Catering is a business with a million moving parts - menus, recipes, staffing schedules,
delivery logistics, rental items, client payments - the list goes on.
If you’re managing these with separate, fragmented systems, you’re probably drowning in
double data entry. Manually copying event details from your catering software into a kitchen
prep spreadsheet, then into a staffing calendar, then into an invoice is not only mind-numbing -
it’s a prime opportunity for mistakes. High-volume caterers simply cannot afford that overhead
or risk.
The solution is to integrate and automate your workflow wherever possible. Modern
catering platforms are designed to serve as a central hub, connecting what used to be disparate
tasks. The concept is simple but powerful: enter information once, and let it populate
everywhere it’s needed.
For example, when you confirm an event’s menu and guest count in your proposal system, that
same data should automatically generate a shopping list or order sheet for your kitchen. When a
client signs a contract and pays a deposit, your calendar and revenue reports should update
instantly without anyone on your team opening Excel.
Curate’s catering software was built with this integration in mind. It combines CRM, proposal
generation, kitchen production, rentals, and more, so you’re not bouncing between tools. It even
integrates with specialized platforms like Nowsta (for staff scheduling) and Galley (for
recipe and inventory management), making it a one-stop-shop for your operations.
The impact on efficiency is dramatic. With an integrated system, you can save approximately
6–8 hours on a single large event by eliminating redundant tasks. Think about it: that’s
nearly a full workday saved per event, simply by not doing things twice (or three times). Multiply
that by dozens of events a year, and you’re looking at hundreds of hours freed.
Integration also slashes the error rate. When Stonehouse Catering linked their inquiry form
directly to Curate, the proposal populated automatically with the client’s inputs,
eliminating the risk of manual input errors. No more tiny typos turning into big problems.
How many times have caterers gotten a phone number wrong or mis-recorded an allergy detail
because of copying data? Those error rates drop dramatically when your systems talk to each
other.
Crucially, an integrated workflow reduces the cognitive load on your team. They don’t have to
remember to “update system X” when something changes in system Y - the software handles
that.
This not only saves time but also reduces stress and last-minute scrambling. Your event
manager isn’t waking up in a cold sweat, remembering that the vegetarian count changed and
worrying if the kitchen was told. She knows the update went out automatically.
Efficiency Play
Map out your event process step by step, and mark every point where someone is doing
manual data transfer or duplicate work. Every one of those points is an opportunity for
integration.
Do you enter client info into a CRM and again into a contract? Do you create a menu in Word,
then re-enter those items into a shopping list later?
Modern catering software can merge those steps. The goal is a single source of truth for each
event, accessible by all departments. Not only will you work faster, but you’ll also create a more
scalable operation. When new business pours in, you won’t need to double your admin staff -
your integrated system will absorb much of the load.
3. Keep Your Team in Sync with Real-Time Collaboration
A high-volume catering team is like an orchestra - it only works if everyone plays in harmony. If
your sales, kitchen, and operations teams are each using different tools or out-of-date
information, you’re going to hit a lot of sour notes.
Real-time visibility and communication are essential to eliminate chaos. This is where many
legacy systems fall short: they either lack multi-user real-time access or they’re so clunky that
staff develop “workarounds” (like side conversations and manual checklists) that create silos.
Have you ever used a system that constantly crashes or logs you out when multiple people are
in it? Or one that only installs on a single computer in the office?
These are telltale signs of tools that aren’t built for today’s always-connected world. Zach Cohen
of Island Kitchen Catering experienced this firsthand. He grew frustrated with his old Caterease
software because of “constant logouts” and other pain points in the legacy system.
When his team switched to Curate’s cloud-based platform, suddenly everyone could access
what they needed from anywhere - whether it was the event designer finalizing decor from
home or the chef checking the menu on his tablet in the kitchen. The day-to-day workflow
became smoother and far less aggravating.
Modern catering software should function as a real-time command center for your business.
When a change is made - a menu item swap, a timeline adjustment, a floorplan update - it
should be immediately visible to everyone involved in that event.
No waiting for the “latest version” of a document to be emailed out. No more calling around to
confirm basic details. This kind of transparency prevents mistakes like staff showing up at the
wrong time or the kitchen preparing an outdated menu. And it’s crucial for multi-location
operations: Island Kitchen, which services events in multiple cities, was able to streamline their
business across two locations once they had a unified system linking their teams.
Keeping teams in sync also boosts accountability and morale. When every team member can
see the full context of an event, they understand how their work fits into the bigger picture.
There’s less “not my job” syndrome - the sales team sees when the kitchen has acknowledged a
change, and the kitchen sees exactly what was promised to the client, including those
last-minute gluten-free substitutions.
One caterer put it this way: using a modern platform let them “focus on why I started my
business, rather than trying to learn new software”- meaning the technology got out of the
way and allowed the team to focus on executing great events.
That’s what you want: software that fades into the background, with everyone just
naturally communicating through it.
Efficiency Play
Evaluate your current communication flow. Do your event managers, chefs, and servers all have
access to up-to-date event info in one place? If not, consider creating a central dashboard for
each event that includes all key details (proposal, BEO, kitchen notes, delivery schedules,
contacts).
Give every relevant team member access. Use tools that support live updates and notifications.
For example, when a client approves a proposal or a payment comes in, the system can ping
the team. By fostering real-time collaboration, you prevent the left hand from ever not knowing
what the right hand is doing.
The result will be fewer errors, reduced stress levels for the whole team, and a more
professional service that clients can feel. They might not see your internal system, but they’ll
sense the difference when your staff operates like a well-oiled machine.
4. Leverage Data and Insights to Scale Smarter
Efficiency isn’t just about doing the same work in less time, it’s also about doing better work
with the time you save.
High-volume catering operations generate a wealth of data every week. Each proposal, each
event, each client interaction holds insights that could help you grow and improve, but only if
you can capture and analyze them.
One of the biggest advantages of moving to an all-in-one catering software (like Curate) is the
ability to finally harness your data instead of having it scattered in filing cabinets or Excel
sheets.
What kind of data can drive your business forward?
For starters: sales metrics. An efficient system will show you your proposal conversion rate
(how many inquiries turn into booked events), average response times, and booking trends by
season or event type. If you see your close rate climbing from, say, 30% to 50% after
implementing some of the plays in this guide, that’s hard evidence that efficiency is boosting
revenue. (Recall that Catering Concepts saw a 20% jump in close rate after streamlining
proposals- that kind of metric is gold for strategic planning.)
Conversely, if certain types of events have low close rates or thin margins, you might decide to
adjust your strategy, perhaps focusing on more profitable niches or improving your packages.
Next, consider operational metrics. With integrated planning, you can track actual vs.
projected food costs on each event, staff hours scheduled vs. hours worked, and so on. Over
time, patterns emerge. You might discover that weddings for 150+ guests are consistently
running 10% over on labor budget – insight that prompts you to refine your staffing guidelines or
invest in equipment to improve productivity. Or you might find that corporate lunch caterings
have the highest profit margin per hour of work, leading you to ramp up marketing for those
gigs. Data takes the guesswork out of these decisions.
One tangible example of data-driven improvement is in capacity planning. When your
operations are efficient, you can handle a higher volume of events without increasing
headcount. If your data shows that your team, with Curate’s help, managed 20 events this
month with the same ease as 15 events last year, you know you’ve increased capacity.
This directly translates to growth. More events (executed well) = more revenue. And you
achieved it without burning out your staff or lowering quality, because the efficiency gains
absorbed the extra work. That’s scaling smart. It’s exactly how many Curate users have
expanded their businesses: by doing more with the resources they have, then strategically
adding staff only when growth is proven and sustainable.
Efficiency Play
Make reporting and reflection a regular part of your process. Use your software’s dashboards or
exports to review key stats monthly or quarterly. Set targets (for example, “reduce average
proposal delivery time to 24 hours” or “increase events per month by 15% next quarter”) and
use data to see if you’re hitting them.
The playbook isn’t static; you should iterate. If the data shows an area where things are slowing
down (perhaps the production team is still spending too long on inventory tasks), you know
where to focus next.
Efficient businesses create a virtuous cycle: time savings lead to better service and more
business, which generates more data, which in turn highlights new ways to save time or
improve. Embrace that cycle.
In the words of one industry CEO, not investing in the right tech and processes is basically “the
cost of not investing” - it will hold you back while others leap forward.
Curate: The Modern Caterer’s Secret Weapon
We’ve outlined the key plays of the efficiency playbook, now it’s time to talk solutions. There’s a
reason we’ve referenced Curate throughout this guide: it’s purpose-built to enable all these
efficiency wins under one roof.
If you’re a high-volume caterer frustrated with outdated or fragmented tools, Curate was
essentially designed for you. It replaces the patchwork of legacy systems like Caterease or
in-house solutions utilizing platforms like Google Drive with a unified platform that handles
proposals, contracts, kitchen prep, rentals, scheduling, and more in a single, intuitive system.
What does that mean in practice?
It means no more bouncing clients between different systems or struggling with complex
software just to get the job done. (As John Paul noted, “Caterease was way too complex…
there has to be a better way”- and Curate was their better way.)
It means your proposals are gorgeous and go out faster, your team has what they need at
their fingertips, and your data is always up-to-date and accessible. Curate’s users have seen
concrete results: we’re talking dozens of hours saved per week, higher booking rates, and
happier clients after making the switch.
Curate doesn’t just promise efficiency - it delivers, as evidenced by the case studies we’ve
highlighted. Stonehouse’s 80% time reduction on proposals, Catering Concepts’ 20% higher
close rate, and Island Kitchen’s streamlined multi-location operations are all proof points that the
right tool can catalyze the changes you want.
Perhaps most importantly, Curate helps restore focus on what matters: creating amazing events
and experiences.
When the grunt work is automated and information flows effortlessly, you and your team get to
spend your energy on cooking, creativity, and customer relationships. Instead of feeling like an
administrator chained to a desk, you can be the visionary leader and hospitality expert that you
set out to be.
That shift isn’t just good for business, it’s good for quality of life. Reduced stress and better
work-life balance are real byproducts of an efficient workflow. High-volume catering will never
be easy, but it doesn’t have to be pure chaos.
Conclusion: Efficiency as Your Competitive Edge
In an industry as demanding as catering, efficiency is the unsung hero that separates the good
from the great. By implementing the strategies in this playbook, you’re not just saving time,
you’re building a foundation for sustainable growth and superior service.
The benefits compound: time savings lead to faster sales and better events, which lead to more
business and higher profits. Your team becomes happier and more productive, which leads to
even better service, and the cycle continues.
Now imagine all of that momentum working in your favor while your competitors are still stuck
wrestling with clunky, outdated processes. They’re printing PDFs and manually updating
calendars, while you’re sending interactive proposals and watching bookings roll in. They’re
fielding midnight texts about missing info, while your team is already prepped and confident
because everything’s in Curate, updated and accessible.
In short, you’ll have an edge…an efficiency edge that shows up in your customer reviews, your
profit margins, and your ability to take on new opportunities without breaking a sweat.
The high-volume caterers who have embraced this approach often say they wish they’d done
it sooner. The operator of Island Kitchen described moving to a modern system as “the best
business decision we made in 2024 and 2025.” And that sentiment is echoed across many
Curate success stories. The frustration of fragmented workflows becomes a thing of the past,
replaced by a clarity and control that lets your talent shine.
As you consider the next steps for your own business, think about where you want to be a year
from now. Do you want to be spending 80% less time on paperwork and 100% more time on
delighting clients? Do you want to confidently handle twice the number of events because
your processes are dialed in and rock-solid?
Those outcomes are within reach. The High-Volume Caterer’s Efficiency Playbook is your
roadmap, and Curate is your vehicle.
It’s time to work smarter, impress your clients, and scale up without the growing pains. Efficiency
is not a luxury for a $1M+ catering company, it’s a necessity for staying competitive and sane.
By implementing these plays, you’re investing in a smoother operation and a brighter future for
your business. And as the data and real-world cases have shown, that investment pays off in
hours saved, higher revenue, and happier everyone, from your clients to your kitchen crew to
you, the owner.
Ready to turn efficiency into your secret weapon? The caterers who already have are reaping
the rewards. Now it’s your turn to join them. Here’s to working smarter, scaling faster, and
making every event a success story in its own right. Your playbook is in hand – now go execute
and win.
Sources:
● Curate Case Study – Stonehouse Catering (2025)we.curate.cowe.curate.cowe.curate.co
● Curate Case Study – Catering Concepts (John Paul testimonial)curate.co
● Spoonfed Catering Survey (2024)getspoonfed.comgetspoonfed.com
● Catersource – Inefficient Operations Impact (2025)catersource.comcatersource.com
● Curate Blog – Integrated Software Benefits (2024)we.curate.cowe.curate.cowe.curate.co
● Island Kitchen Interview (2024)youtube.com (Pain points with legacy software)
● Curate Software Featureswe.curate.cowe.curate.co
