Instant quote builder
Clients pick headcount, menu, service style and extras online and get a priced quote straight away.
Catering software: quotes by headcount, dietaries & deposits
Caterers: quotes by headcount in minutes, not days. Feed more, chase less.
Every enquiry gets a quote built by hand. Dietaries trickle in by email the night before and deposits get chased for weeks. We build quoting, ordering, kitchen and event systems for caterers that all talk to each other, then we host them and look after them.
Looking for catering software that quotes, takes deposits and tells the kitchen what to cook?
A catering business is a sales office, a commercial kitchen, a staffing agency and a delivery fleet all squeezed into one week. Every job depends on headcount, menu choices, dietary needs and service style. Most caterers juggle it with a quote template, an inbox full of changes, a calendar and a whiteboard in the kitchen. Change the numbers on one event and you're fixing the quote, the invoice, the prep list and the run sheet by hand.
Wollopit builds custom catering software around how you actually work. Clients build their own quote by headcount and menu, pay the deposit online and lock in dietaries before your cut-off. The kitchen gets prep lists for the week. Staff get the run sheet on their phone. Corporate clients reorder Friday lunch in two taps. We connect the tools you already like, replace the ones holding you back and host the lot on our own servers.
01The problems
What we hear from caterers
Does your catering business have these problems? Here's how we'd fix them.
Most caterers we talk to cook brilliantly and run the admin off a quote template, a crowded inbox and a lot of late nights. It holds together until three big events land in the same week.
- The problemEvery quote built by handEach enquiry means opening last month's quote, changing the numbers and hoping the per-head maths still works.How we fix itAn online quote builder priced by headcount, menu package and service style. Clients get a proper quote in minutes.
- The problemDietaries turn up on the dayThree vegans, a coeliac and a nut allergy appear that were never on the email. The kitchen scrambles.How we fix itDietary counts and allergies captured at booking, locked at cut-off and printed on kitchen labels.
- The problemDeposits chased for weeksDates get held on a promise and the deposit lands a week before the event, if it lands at all.How we fix itOnline deposits on acceptance, automatic balance reminders and the date only locks once the money's in.
- The problemFinal numbers keep movingHeadcount drops by twenty the day before and the protein's already ordered.How we fix itChange cut-offs per menu, final numbers due by a set date and the invoice adjusting itself.
- The problemCorporate lunches by emailOffice managers email Tuesday's order at 9pm and someone retypes it into a spreadsheet.How we fix itCorporate accounts with saved orders, standing weekly lunches, cost centres and monthly invoices into Xero.
- The problemRun sheets scattered everywhereBump-in time, site contact, timings and staff are spread across emails and a notebook in the van.How we fix itRun sheets built from the booking with timings, contacts, menu, dietaries and staff on every phone.
- The problemPrep by gut feelChef works out quantities from a pile of printed quotes and memory.How we fix itPrep lists and ingredient totals calculated from every confirmed event for the day or week.
- The problemStaff booked by textWaitstaff and chefs are rounded up by group chat. Someone always gets double-booked.How we fix itEvent staffing with shift offers, confirmations and hours that flow through to Deputy or Tanda.
- The problemGear goes out and stays outChafing dishes, platters, urns and hire glassware leave on Saturday and half of it comes back.How we fix itEquipment lists per event, a van packing checklist and return tracking.
- The problemEnquiries go coldWedding, corporate and party enquiries arrive by phone, Instagram and the website form. Some never get a reply.How we fix itOne enquiry pipeline with follow-up reminders so no lead slips through.
- The problemDrop-offs across townDrivers ring the office for addresses, loading dock codes and who to hand it to.How we fix itDelivery runs by time window with addresses, access notes and photo proof of delivery.
02What we build
Solutions
What we build for caterers. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Menu & package manager
Canapé, grazing, buffet and plated packages with per-head pricing, minimums and seasonal swaps.
Dietary & allergen capture
Counts for vegan, gluten free and allergies collected at booking, with individual guest names where needed.
Online deposits & payments
Deposits on acceptance, balance reminders, card payments through Stripe or Square and receipts sent automatically.
Change cut-offs & final numbers
Rules for late changes, final number deadlines and invoices that update when headcount moves.
Corporate ordering portal
Office accounts with saved orders, standing lunches, approvers, cost centres and monthly invoicing.
Event run sheets
Timings, site contacts, menu, dietaries, staff and equipment generated from the booking.
Kitchen prep & production lists
Quantities and ingredient totals across every confirmed event, split by section and day.
Food labels & dietary tags
Printed labels for platters and individual meals showing allergens and who it's for.
Event staffing
Shift offers to staff phones, confirmations, RSA details and hours exported to payroll.
Equipment & hire tracking
Gear lists per event, van packing checklists and returns ticked off when it comes home.
Delivery runs
Drop-offs grouped by time window with access notes, driver view and photo proof of delivery.
Enquiry pipeline & follow-ups
Every enquiry in one place with stages, reminders and quote acceptance tracking.
A website that books events
Hand-built, quick on mobile, with menus, the quote builder and enquiry forms, built to rank for 'catering near me'.
03The systems
The big ones
Your whole catering business, on one system.
These are the systems caterers ask us about most. Each one works on its own and they get properly clever when they're joined up.
Quoting & deposits
Quotes that build themselves by headcount.
Clients pick their numbers, menu and service style online and see a real price straight away. Accept the quote, pay the deposit and the date is locked in your calendar without a single email.
- Per-head pricing by package
- Minimum numbers and surcharges
- Staff, delivery and hire added automatically
- Weekend and public holiday rates
- Branded quote PDFs
- Accept and pay deposit online
- Balance due reminders
- Quote versions when plans change
- Follow-ups on unanswered quotes
- Invoices straight into Xero or MYOB
Dietaries & final numbers
The kitchen knows about the coeliac before the day.
Dietary counts and allergies are captured when the client books, not when they ring on the morning. Final numbers lock at your cut-off and the prep list, labels and invoice all follow.
- Dietary counts on every booking
- Allergy notes with guest names
- Guest dietary forms for weddings
- Change cut-offs per menu
- Final number deadlines with reminders
- Late change rules and fees
- Invoices adjust when numbers move
- Dietary labels for the kitchen
- Allergen tags on every dish
Corporate ordering
Office lunches that reorder themselves.
Corporate clients get their own login with saved orders, their pricing and standing weekly lunches. Orders land in the kitchen with a cut-off and the month's invoices go out in one hit.
- Company accounts with multiple orderers
- Saved and repeat orders
- Standing weekly or fortnightly orders
- Order cut-offs by time
- Cost centres and PO numbers
- Approver sign-off for big orders
- Account pricing
- Monthly statements to Xero
- Delivery windows and dock notes
Run sheets & staffing
Everyone turns up knowing the plan.
Run sheets come straight from the booking with timings, site contacts, menu, dietaries and the gear list. Staff accept shifts on their phone and see exactly where to be and what to wear.
- Run sheets generated from the booking
- Timings from bump-in to pack-down
- Site contacts and access notes
- Shift offers and confirmations
- Staff run sheet on their phone
- RSA and food safety records
- Equipment and van packing lists
- Hours exported to Deputy or Tanda
Kitchen production
Prep lists from every booked event.
Every confirmed event and corporate order feeds one production plan. The kitchen sees quantities by section and day and you see the ingredient totals before you place the order.
- Production plan for the day or week
- Quantities scaled by headcount
- Split by section: hot, cold, pastry
- Ingredient totals for ordering
- Recipe library with portions
- Dietary versions counted separately
- Printable kitchen and dish labels
- Food safety and temperature logs
04How it changes
Before and after
A 200-person event, wolloped.
Here's how a big Saturday booking could change. Every catering business runs a bit differently, so we map yours first.
Before
- Quote built by hand from an old template
- Three emails to agree the menu and price
- Deposit chased for a fortnight
- Dietaries arrive by text on Friday night
- Chef works out quantities on paper
- Run sheet scribbled in the van
After
- Client builds the quote online by headcount
- Accepts it and pays the deposit in one go
- Dietary counts captured at booking
- Final numbers lock at the cut-off
- Prep list and labels calculated for the kitchen
- Run sheet on every staff phone
05Services
Everything under one roof
Software, websites and systems for caterers.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for caterers
Built around how your catering business actually runs: instant quote builder, menu & package manager and the admin in between, in one system you own.
Websites for caterers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Catering business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for caterers
Dietary & allergen capture and online deposits & payments: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Square, Lightspeed and Shopify so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your catering business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside platforms you're happy with or replace the ones holding you back.
- Square
- Lightspeed
- Shopify
- WooCommerce
- Stripe
- Xero
- MYOB
- QuickBooks
- Mailchimp
- Google Business Profile
- Google Calendar
- Microsoft 365
- Deputy
- Tanda
- HubSpot
- Jotform
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your catering business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time in the kitchen, on an event and in the office, then work out where quotes, changes and dietaries are costing you hours.
- 02
Archi-tech
We plan it before writing code: your menus, pricing rules, cut-offs, corporate accounts, staff, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the quote builder or dietary capture first, so you get a win before your next big weekend.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things caterers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can clients build their own quote online?
Yes. They choose headcount, menu package, service style and extras, then see a real price straight away. You set the rules, minimums and surcharges.
How do you stop dietaries arriving on the day?
Dietary counts and allergies are collected when the client books. Final numbers and dietaries lock at a cut-off you set, then flow to the prep list and labels.
Can corporate clients reorder regular lunches?
Yes. Corporate accounts can save orders, set up standing weekly lunches and add cost centres. You send one monthly invoice.
What happens when numbers change late?
You set change cut-offs per menu. Changes before the cut-off update the quote and invoice automatically. Changes after it follow your late change rules.
Do we have to switch our accounting or payment systems?
No. We build around what works. Xero, MYOB, Square, Stripe and most payroll tools connect in so nobody retypes anything.
How much does a catering system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like a quote builder can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most caterers we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a catering business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.