I was first introduced to CaterXpert over 20 years ago and it has continued to highly successful for many users. In addition to my CaterXpert review, I have reviewed more than 20 other catering softwares. To see my other software reviews check out my ultimate guide to software reviews
Overview
CaterXpert is a multi-dimensional webbased software package specifically designed for the special events and catering industry. CaterXpert uses a series of task specific modules from sales, kitchen and warehouse designed specifically for each department that interact to effectively manage all aspects of off-premise catering. The system is focused on off-promised catering with accommodations for corporate and commissary scenarios.
The system is designed around the work-flow of an individual custom event from sales to final billing with modules being exposed to those who need them by department and or authorization. Information is focused to the task at hand and thus reducing mis-communication.
The preferred method of management and implementation is best through specifically designed system administrators for the system as a whole as well as specific staff members in specific departments especially culinary and sales. For caterers who are focused on unique events allows highly customizable events and having dedicated administrators across all departments for best use and optimization of the system,
As for most Event Management Systems, CaterXpert operates from a home page or dashboard where a user will be able to navigate the system and view those modules for which they have been designed.
Primary Modules
Sales – The sales module uses users defined filters to allow sales associates to view any specific details of dates, sales person, business type and or other options to easily find and manage events. The core function of the module is to create and edit customers. The module has features that allow you to create customer types and referral methods as part of Customer Relationship Manager (CRM) tool.
This module is where all the events are created and managed. By building events with core menu items, the system triggers consumption information for the other departments as well as communicating changes to sold events. CaterXpert allows users to create events in several ways from an Event Wizard, Copying, From Designed Packages or from scratch.
It allows the use of multiple menus and versions for proposal purposes to show clients all of the potential options from a singular event. All versions are can be saved thus reducing the need for printing and a paper trail.
The with an Event Services tool, users can create specific details and modifications for each event for highly customizable details and guest presentations. Any changes are automatically presented to other departments letting them that changes have been requested for approval.
The course view feature allows users to view multiple versions of the same event side by side for comparison for both services, menu sequencing and budgeting.
The unique Event Estimates tool allows users to create and view custom estimates for all of the services of the events from food to additional vendors. The Switchboard also allows up to 4 unique pricing options from a single platform.
Proposals and prints are all coordinated through a Proposal Print tool where all of the preformatted company documents are selected and printed with a single command. Proposal documents are created in advance and standardize to present a clear corporate image and customer facing dialogue.
Once an event has been sold, CaterXpert uses a series of request managers to ask for additional services such as staffing, liquor, equipment and rentals as well as specific platters and presentation creating set-up rules and clear communication for event managers.
CaterXpert has the most advanced change management tools whereby changes are requested and excepted once the event has been delegated to other departments for execution. The change request will also allow each department to automatically make the change request as detailed.
Built with many other features such as the ability to create Tasting, operational doucments, vendor orders, closed dates, room management and other tools puts them all in the same place for the sales person thus eliminating out of system software or manually created documents/
Corporate Sales – This additional module is design to manage the function of daily food service drop-off and delivery business. It shares the same customer, transportation and accounting tools of the core full-service modules. The unique sales and production environment contained in a separate dataset is specially designed for the sales and ordering process for corporate dining sales to automate and streamline the process.
An additional Ecatering component allows the organization to created trusted users to directly place orders in the modules for processing.
Kitchen – The robust Kitchen Module allows the culinary team to have full flexibility in planning and organizing the food production of any event from pre-determined mapped quantities that are automatically calculated based on standard rules or customization based on sent change requests and custom menus. A Culinary system Administrator can easy separate the work flow and processes of a menu by associating both station and date for any production item. Plenty of pre-loaded reports make the delegating or station duties and clear communication to event staff highly efficient.
The kitchen module works on a multi-tiered system of menu items sold to guest, prep items that are produced and sent to an event and ingredients which need to be purchased. This sequencing allows culinary teams to know exactly what needs to be made, when and what they need to buy.
Other features include production status tracking, color coding of events, standard and custom unit conversions, clear costing information and gather tools to create purchase unit specific shopping lists.
Scheduling – CaterXpert utilizes and advantage staffing module included in the program. From sales generated staff requests, the staffing team can easily identify needed shifts, view available team members for each needed shift based on their qualifications and schedule. It allows for each employee work multiple positions with multiple rates.
Once scheduled, CaterXpert allows the administrators to communicate to individual employees or bulk email a list of staff on upcoming shifts and notices. All of the time keeping and cost accounting is easily managed within CaterXpert and the system allows exporting of the data to payroll processing or other accounting platforms used for payroll.
An additional companion APP and Web Access tool puts each employees schedule in their hand to accept shifts, view schedules and record clock-in clock—out details on site.
The CaterXpert scheduling module also contains the following tools, multi business unit scheduling, security lists, overtime and vacation pay tracking, staff change requests and on-the fly swapping of staff in real time and third-party staffing agency tools.
Warehouse – The Warehouse Module in CaterXpert has at its core an extensive list of inventory and packing list features that allows operators to know when and how much equipment, supplies and beverages are needed on any given day. The Warehouse dashboard allows teams to track the status of planning and service requests for items such as equipment, beverage, rentals, disposables and linens.
The event inventory tools, for consumption data allows users to accurately track the real costs of events for profitability. The tools also allow ordering and turnaround time information to be associated with goods to ensure that items are available as well as promoting the user that an order needs to be generated in advance of use.
Transportation – Unique to CaterXpert is a Transportation Module to create truck routes and stops for deliveries, events and delivery services. It can be used to track usage and the drivers hours. These details are being continually updated by the sales process as the information is pushed through the module from sales.
Maintenance – The Maintenance modules is specifically design for the System Administrator to set up business rules, user accessibility and access to the system through advanced security features.
Accounting – One an event is completed, the sales user can start a billing worksheet through and automated process that polls the used estimate and service requests to formulate the final bill that is then sent to accounting for processing and review prior to creating and invoice.
Other features allow for multi-sate tax exemption rules, payment and deposit collection to track AR details of the business.
All of the invoices and data and uses several tools to export to the operators preferred accounting system or record for the organization. This also includes deposits, payments, and vendor invoices if collected in CaterXpert
There are also sophisticated sales commission calculators for individual sales team members to quickly and easily track commission due
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
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
Payroll – ADP, Paylocity, Paychex
On-Boarding
CaterXpert has an extensive list of Data Migration tools allowing a user to populate these spreadsheets to quickly and easily transfer your data into system prior to launch as well as a testing environment that can used as a training tool prior to going live.
Data sets such as customers, employees, menus, prep items ingredients, warehouse items and rental company lists are all part of the data items that can be imported.
This is included as a free service as part of the on-boarding process.
CaterXpert has a selection of preformatted proposal templates that can be selected for your guest facing documents. If a more customized or sophisticated set of documents are required, CaterXpert has additional services to create custom proposals.
Fees
No capital cost or start-up fees
Pay as you go pricing based on level and number of users
Additional fees for customization and modules
Support
Monday through Friday Via Email or Customer Support Line
Contact Information
www.caterxpert.com
www.aquilasoftware.com
1-703.788.4900
sales@aquilasoftware.com
