Every part of your catering business talks to every other part. No more spreadsheet hell. No more "let me check another system."
Where every event begins
From the first phone call to the signed contract, GATHER handles your entire sales pipeline. Track leads, manage client relationships, build custom menus, generate professional BEOs, and never let an opportunity slip through the cracks again.
This isn't just a contact list. It's a complete CRM designed specifically for catering - with fields that make sense for events, not generic "deals" and "opportunities."
Complete client profiles with contact history, past events, preferences, and notes. Know that Mrs. Johnson always wants extra vegetarian options before she even asks.
Track events from lead → tentative → confirmed → completed → paid. See your pipeline at a glance. Know exactly where every event stands.
Build menus with items, categories, modifiers, and dietary badges. "Chicken - choose 2 sides - GF available" becomes simple, not spreadsheet gymnastics.
Professional Banquet Event Orders with one click. Timeline, menu, guest count, special requests, kitchen notes - all formatted and ready to print or email.
Generate branded proposals from event details. E-signature ready. No more "I'll send you a Word doc" - clients sign digitally and you're locked in.
See all your events at a glance with color-coded status. Drag and drop to reschedule. Conflict detection warns you before double-booking your team.
Connects to PREP: Menu items link to recipes. When you finalize a BEO, the kitchen knows exactly what to make and how much.
The kitchen's command center
PREP is where the rubber meets the road. Recipes with automatic costing. Ingredients with yields and purchase prices. Prep sheets generated from your BEOs. This is the module that makes sure you actually make money on the food you cook.
Designed by a chef who's done inventory at 6am and knows that "par level" isn't just a buzzword - it's the difference between a smooth service and a 911 call to your vendor.
Enter recipes with ingredients, quantities, and instructions. See your food cost percentage instantly. Scale recipes up or down and watch the math do itself.
Every ingredient with purchase unit, price, yield percentage, and allergens. Know that your 50lb case of carrots gives you 42lbs of usable product after trimming.
Photograph handwritten recipes - from index cards, notebooks, or that sticky note on the walk-in. AI reads the handwriting and creates structured, editable recipes.
Auto-generated from your BEOs. The event needs 150 Caesar salads? The prep sheet shows exactly how much romaine, dressing, croutons, and parm to prep.
Track what's in stock, set par levels, get reorder alerts. Walk your storage with a printable sheet, scan it back in, done. No more guessing what you have.
The 20% rule built in. Passed apps get 25% buffer. Plated gets 10%. Beverages get 30%. Never run short, never waste a ton. Science, not guesswork.
Connects to BOOKS: When you upload a vendor invoice, AI parses it and updates your ingredient prices automatically. Your recipe costs stay accurate without manual data entry.
Flawless execution, every time
The kitchen crushed it. Now make sure service does too. SERVE handles floor plans, equipment pull lists, server sections, and day-of checklists. It's the difference between a smooth event and "who forgot the chafers?"
Visual designers let you drag tables, plan buffet layouts, and design table settings. Your venue database remembers that the freight elevator at The Grand is always broken on weekends.
Drag-and-drop table placement. Standard sizes built in (60" round = 8 guests, 72" = 10). See guest counts update in real-time as you design.
Plan your buffet layout visually. Chafers, platters, signage, flow direction. Print it out and your team sets up exactly as designed.
Design place settings for plated events. Chargers, flatware, glassware, napkin folds. Visual reference for your team to match exactly.
Auto-generated equipment lists from your event. 15 tables, 120 chairs, 8 chafers, 200 plates. Check them off as they load on the truck.
Every venue you've worked with notes on load-in, parking, kitchen access, power outlets, and "issues to remember." Learn once, never forget.
Setup, during-service, and breakdown checklists. Assign to staff, track completion. Nothing falls through the cracks.
Connects to STAFF: Server sections link to scheduled staff. Checklists assign to specific team members. Everyone knows their role.
Your team, organized
Scheduling, time tracking, team communication, and post-event feedback - all in one place. This isn't just a schedule board. It's a communication hub built for hospitality teams who don't sit at desks.
Your servers check it on their phones. Your chefs see their assignments for the week. Everyone gets the announcement about tomorrow's event change. No more group text chaos.
Schedule staff to events with availability tracking and conflict detection. See who's free, who's requested off, and who's already booked.
Clock in, clock out, track breaks. GPS verification optional. Works on phones for on-site events. Data flows directly to payroll.
Set up a tablet at events for staff to clock in. PIN-based authentication. No phones required. Professional and simple.
Channels for different purposes - all staff, kitchen only, event-specific. Announcements that everyone sees. Direct messages when needed.
Capture what went well, what didn't, kudos for great work, and "for next time" notes. Issues automatically link to venue notes for future events.
Manage time-off requests, schedule changes, and approvals. Onboarding flow for new hires. All the HR basics without a separate system.
Connects to BOOKS: Time clock data feeds payroll calculations. Hours worked, overtime, event assignments - all tracked and ready for processing.
The money side, simplified
"Doing the books" - everyone knows what that means. Client invoices, vendor bills, expense tracking, P&L reports, and compliance documents. All the stuff that keeps the lights on and the health department happy.
The AI-powered invoice parser is a game-changer. Upload a Sysco PDF, and it reads every line item, matches to your ingredients, and updates your costs. No more manual data entry from vendor invoices.
Generate invoices from confirmed events. Track deposits, balances, payment status. Send reminders for overdue payments. Get paid.
Upload vendor PDFs (Sysco, US Foods, local suppliers). AI extracts line items, prices, and updates your ingredient costs automatically.
Track all your vendors with contacts, payment terms, and account numbers. Know who to call when you need a rush delivery.
See profitability by event, by month, by client. Know which events make money and which ones you should price differently next time.
Store licenses, insurance certificates, contracts, and tax documents. Get alerts when things expire. Never scramble for paperwork again.
Red/yellow/green status for all your licenses and certifications. Health permit expiring in 30 days? You'll know before the inspector does.
Connects to Everything: Invoices pull from GATHER events. Costs pull from PREP ingredients. Payroll pulls from STAFF time clock. This is where it all comes together financially.
Start your free trial today. No credit card required. Import your existing data. Be running events in GATHEROUND by this weekend.
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