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catering

Workflow example

Catering lead qualification and quote automation

Collect event details, identify missing information, and prepare a structured handoff for quoting and follow-up.

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System mapcatering
InputEvent enquiry
LogicQualify and apply rules
HandoffCRM-ready quote
Connected workflow

01 / The problem

Where the work gets stuck

Catering enquiries can arrive with incomplete event details and require multiple internal handoffs before quote preparation begins.

02 / The approach

One connected workflow

The workflow structures each enquiry, checks the required information, and prepares the record for quoting or internal review.

01Defined inputs

Start with the information and channels the workflow is allowed to use.

02Clear operating rules

Make validation, routing, and exception handling explicit.

03Human checkpoints

Keep people responsible for decisions that need context or approval.

03 / Workflow

A practical view of how information moves from the first input to the final handoff.

  1. 01

    Collect the event details supplied through the selected enquiry channel.

  2. 02

    Identify missing required information using the business rules.

  3. 03

    Route exceptions or sensitive decisions to a person.

  4. 04

    Prepare the complete details for the record or quote process.

04 / Project details

Lead qualification agent

The first part of the workflow handles an inbound catering enquiry as a conversation rather than a static form. It gathers the information needed for the next commercial step while keeping the exchange aligned with the company tone.

Information collected

  • Event type, date, location, and number of guests.
  • Expected service level, format, and menu preferences.
  • Budget, dietary requirements, operational constraints, and particular requests.
  • Required information that is still missing from an incomplete or vague enquiry.

Qualification rules

  • Prioritise must-have information while still recording useful optional details.
  • Avoid repeatedly asking for information the customer does not know or does not want to share.
  • Respect channel-specific formats and the company’s communication style.
  • Classify the service need and decide whether the request is ready for quote preparation or needs review.
  • Create or update the related customer and opportunity record during the process.

Quote and menu engine

The second part uses the qualified event information to prepare a structured quote or menu proposal.

Catalogue and business logic

  • Use event type, guest count, service format, budget, menu theme, quantities, and constraints as quote inputs.
  • Retrieve catalogue fields such as price, availability, packaging, and minimum order quantities through an API or a structured data source.
  • Support a structured Google Sheet with Apps Script functions or a database with an API, depending on the client’s setup.
  • Apply operational rules and catalogue constraints before preparing the proposal.
  • Push the structured quote into the related CRM opportunity for review and sending.

A workflow of this kind can combine Python, Replit, n8n, reasoning models, Apps Script, APIs, and CRM connections across qualification and quote preparation.

A useful starting point

Is a similar handoff slowing your team down?

Bring the current process, the systems involved, and the exceptions your team handles manually. We will identify a useful first scope together.

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