UPDATE March 2020. Caterease has just released a Quick-Order Manager for delivery services for all Caterease Users. Reach out to them for more information
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Latest Updates (5/25/2020)
Caterease just added a Quick-Order Manager to handle orders with the current Caterease program. This is a response to the current demand for delivery, on-line ordering and pick-up services
The features include: Simplified Ordering, Payment Processing and Web Order Integration
Overview
Caterease is a multi-dimensional software package specifically designed for the special events and catering industry. Caterease uses internal data managers to store and manage information about prospects, accounts, venues, menus, non-food items and services to create and manage events from initial contact to final billing and follow-up. Highly customizable, to fit both the individual user as well as the specifics of each business model and type of catering. Caterease can be self-hosted on a company’s internal server or as a cloud-based option allowing companies to create virtual offices from anywhere there is internet connections. An advanced Enterprise version allows users to have independent locations and units under a single umbrella
Primary Modules
Prospect Manger – This is an optional manager that is a reliable Customer Relations Manager (CRM) for most users. This independent module allows users to quickly capture inquiry information and assign multiple statuses of potential business. Simple proposals and client communication can easily be accomplished without having to create detailed proposals. Standard report based on contact history and status can allow managers to track prospect activity. All prospects and proposals are easily converted to active accounts and events using a simple shortcut included in the software. A custom Website based inquiry tool can be purchased to capture web-inquires directly into Caterease.
Account Manager – The account manager stores contact information, contact history, event history as well as specific details about a customer. When an account is associated with a new event, this information immediately populates the event details eliminating the need to retrieve those details from a hand written lead sheet or other paper/manual systems. Other features such as pre-associated tax schedules and pricing details can be associated with Accounts which are automatically applied to each customer’s events. Specific Account Details can be synced with Accounting Software Packages ensuring that information needs only to be entered once and continually updated as needed.
Event Manger – The core module of Caterease is Event Manager. Using this module, users can create simple one-time events or multi-function/multi-day events. Using Both Food/Service and Staffing sub-modules, exact details of an event can be created and captured. From timelines, packing lists, staffing, rentals, manager’s notes, menus and a host of other items are all captured in a single source that is treated as singular independent event to satisfy the precise needs of the customer. By only entering the information of an event into a single data source allows departments to share information from a single source in real-time.
Room Manager – This optional Manager allows companies with venues to manage the details of the various room from scheduling, size and configuration and management. The seat counts and maximums of rooms can be pre-established allowing user to choose the right room at the right time to provide the best experience for the guest
Scheduler – The calendar-based Scheduler allows users to view event from various views such as date ranges, sales person and category of event. Events can be synced to both a user’s Outlook Account and a Google Calendar.
Menu Manager – Menu manager is a depository of food, beverage, services, third party rentals, style and design elements are created. These items are available to be selected into an event in the Event Manager. Every item can have multiple types of details attached to them to create, production lists, packing lists, imagery, preparation details, additional modifiers and sales notes. All of this data once associated into an event is available to each operational department via customizable reports. All items in menu manager have both cost and pricing details that can be manipulated through both cost mark-up to generate base pricing and price mark-ups based on sales conditions such as clients, venues, special conditions. The costs of menu items can be managed through the direct costing in Ingredient Manager or through optional third-party recipe management software interfaces
Employee Manager – For users who wish to manage staff selection and scheduling in one software package, Caterease includes Employee Manager which can store and manage your staff. By selecting the required shifts in Event Manager companies can schedule employees and track hours and costs. Caterease does not interface with Payroll Services. For all shifts, specific staffing rules such as the number of shifts and types of shifts needed for specific event conditions can be created. When building and event these rules ensure that the right guest experience can be executed, and you have enough staff on the job.
Accounts Receivable – Users can create proposal, contracts and invoices within Caterease. Payments and Deposits can be processed within the program. Credit Card Storage and Processing can be accomplished within the system. Currently Caterease is not PCI compliant. Caterease has interfaces with several compliant Credit Card Processors for the purpose of handling Credit Cards and as systems of record for accounts payable, taxes and revenue reporting.
Advanced Functions
Ingredient Manager – This manager allows the user to create both prep-items or purchased raw materials and associate them to each other or directly to a menu item in menu manager. These recipes allow the creation of production lists and purchasing list based on actual event numbers. Items can provide costs, production location and scalability. Ingredient costs can be entered into this manager and build an associated menu cost based on the unit and quantity associations. All pricing in the ingredient manager must be updated manually. There are no product or nutritional label functions.
Required Items – This manager allows users to create pack list items such as equipment, disposables, rental items that can be directly associated to a menu item. These items can be scalable to each item. Once any menu item is selected into an event, the required item are scaled to the quantity of the menu item selected to create a pack list. Inventory levels can be associated with both Menu Items and Required Items to provide warnings when equipment is oversold or scheduled.
Direct Emailing from with Caterease – For hosted users, this can be done through a user’s Outlook or direct from Caterease using a link through your Email provider. Pre-formatted Email Signatures and text bodies can be created using Document Builder and merge fields directly from events,
Document Builder – A custom document creation tool allowing users to create custom documents, forms, reports and prints using a majority of the available fields from the various managers. Various smart tools and merge field formulas allow documents to be adapted just be the event conditions, minimizing the need for custom documents being edited outside the system.
Notifications – This feature allows the user to set up various rules allowing specific users are notified of changes to events via text or email. These changes can include, menus, staffing, dates, payments and status
Deposit Schedules – Standard Deposit schedules can be automatically assigned to events based on various rules such as Status, Sales Person and Category with associated rates or % based on conditions and dates. Automatic remainders are sent to the appropriate staff member
Auto-reminders – Rules can be established based on event conditions that the system can reminder users of specific tasks that need to be accomplished
Check-list Items – Specific Check-list items can be created to ensure that all of the specific planning steps are completed during the lifespan on and event. All check items and their status are available for review through various reports and queries to get a snap shot of how well your team is doing
Queries – Various customizable both as specific or as shared versions, allows users to ask questions about the needs and results of the various managers. When the various managers are configured correctly, users are able to extract very granular detail of their business.
Standard Reporting – There are various hard coded reports covering event activity, financial, management and staffing details used to look at the business or use as forecasting and analytical purposes
Dash Board – Graphic based business analytical feature to create custom snap shots of business based customizable to each user and or situation
Mobile App – Caterease provides a mobile application that allows users to view events and make changes as needed from a mobile device.
Security – Caterease has an advanced security feature which allows administrators to set specific system access to groups and individual users within the system to protect data and prevent data integrity and set-up.
System Requirement
Current Version as of 6/2019 – V20
Hosted: Contact Caterease for Specific Workstation and Server Specifications
Caterease Connect: Access to Internet and Additional Software for Connection – Contact Caterease for Specifications.
Integrations
- Room Diagramming – Social Tables, All Seated, Room Viewer, Placez (Date TBD)
- Recipe Management – Foodtrack, CostGuard, ChefTec, Yellow Dog
- Accounting – QuickBooks, Sage 50, Peachtree
- Note: It is recommended that Caterease Connect Users have QuickBooks On-line, similarly a hosted user it is recommended that you have a server version of QuickBooks
- E-Signatures – DocuSign, Adobe EchoSign
- Digital Marketing – Constant Contact, ClientPoint
- Credit Card Processing – PayPal, Vantiv/WorldPay
- Staffing – Nowsta, StaffMate On-line
- On-line Ordering – Zuppler Works
- Generic Software Interface
- GuestBridge – Restaurant Reservation System
On-Boarding
Caterease provides a primary onboarding program with data entry up to 50 pages of menus
Fees
Three Tier Pricing Model Express, Standard, Professional
One Time Set-up Fee for each User, plus annual subscription fee per user thereafter
Add-ins/ Interfaces and Web Tools all have associated set-up fees and annual subscriptions
Support
Monday through Friday
Via Email or Customer Support Line
Contact Information
1-800-863.1616
sales@caterease.com
