Event enquiry form
Date, venue, event type, headcount and hours captured on your website, Instagram and Facebook into one inbox.
Coffee cart booking & quote software for events
Coffee carts: event bookings that quote themselves. Pull more shots, chase fewer DMs.
Wedding enquiries land in Instagram DMs, every quote gets worked out on a calculator and two events end up on the same Saturday with one cart. We build booking, quoting and event systems for coffee carts that price by headcount, hours and distance, then we host them and look after them.
Looking for coffee cart booking software that quotes, books and bills events?
A coffee cart isn't really selling coffee by the cup. It's selling an event: a wedding morning, a school fete, a corporate breakfast for 120 or a three-day expo stand. Every one of those is priced differently depending on headcount, hours, drinks, milk options and how far you have to drive. Most carts end up doing the maths by hand in the evenings, answering the same questions over Messenger and checking a paper diary to see if the date's free.
Wollopit builds custom coffee cart software around how your business actually runs. Customers pick a package, enter their headcount and postcode and get a real price on the spot. The date checks against every cart and barista before it's held. Deposits are paid online, balances bill themselves and corporate regulars rebook without an email chain. We connect the tools you already use like Square and Xero, then look after the lot on our own servers.
01The problems
What we hear from coffee carts
Does your coffee cart business have these problems? Here's how we'd fix them.
Most coffee carts we talk to make a great flat white and run the bookings on DMs, a notes app and a calendar on the fridge. Fine in winter. Not so fine in wedding season.
- The problemEnquiries scattered across DMsInstagram, Facebook, email, texts and a voicemail from a bride's mum. Half the leads never get a reply in time.How we fix itOne enquiry form on your website and socials that captures the date, venue, headcount and hours, all landing in one inbox.
- The problemEvery quote done by handHeadcount times cups times hours, plus oat milk, plus travel, plus a second barista. Every single enquiry, every night.How we fix itInstant quotes from your own pricing rules: packages, headcount, hours, extras and travel all worked out the moment they hit submit.
- The problemDouble-booked SaturdaysA wedding gets confirmed for the same date as a market you'd already said yes to. Someone gets an awkward phone call.How we fix itA live availability calendar across every cart and barista so a date can only be held once.
- The problemDeposits chased for weeksDates get held on a maybe, deposits never arrive and you turn away paying work for a booking that ghosts.How we fix itOnline deposits that lock the date, automatic reminders and holds that expire on their own if nobody pays.
- The problemPay-per-cup tabs counted on napkinsThe client pays for what's poured, so someone tallies cups on paper and the invoice goes out a week later.How we fix itA cup counter on your phone or Square that runs the tab live, then sends the final invoice the moment you pack down.
- The problemEvent-day surprisesNo power at the venue, a 200 metre walk from the car park and nobody told you the start time moved.How we fix itSite details collected at booking: power, water, access, parking and contacts, all on a run sheet in the barista's phone.
- The problemTravel nobody charges forA 90 minute drive to a regional wedding priced the same as the office down the road.How we fix itTravel fees calculated from your base to the venue, with free zones, per-kilometre rates and overnight options.
- The problemCorporate regulars rebooked by emailThe same office books a Friday coffee morning every month and it's a fresh email thread every time.How we fix itCorporate accounts with saved details, agreed pricing, recurring bookings and monthly invoices into Xero or MYOB.
- The problemPaperwork requested every timeEvent organisers want your public liability, food licence and site plan. You dig them out of your inbox again.How we fix itA paperwork pack that sends itself with each booking and warns you before a certificate expires.
- The problemStock and staff worked out the night beforeHow much milk for 150 guests? Who's free Saturday? It's all guesswork and a group chat.How we fix itPrep lists worked out from each event's headcount and drinks, plus barista rosters with shifts confirmed on their phones.
02What we build
Solutions
What we build for coffee carts. 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.
Instant quote builder
Your packages, headcount pricing, hourly rates, milk options and extras worked into a real price on the spot.
Cart & barista calendar
Every cart, trailer and barista on one calendar so dates can't clash and you can see what's free at a glance.
Deposits & balances
Online deposits that lock the date, balances billed automatically before the event and receipts sent for you.
Travel pricing
Distance from your base to the venue priced automatically, with free zones, regional rates and overnight add-ons.
Client booking portal
Clients check their booking, update headcount, pick drinks and add site details without another email.
Event run sheets
Start times, setup location, power, access, contacts and menu on the barista's phone for the day.
Cup counter & tabs
Count cups live on pay-per-cup events, cap the tab if the client wants and invoice the moment you pack down.
Corporate accounts
Office regulars with agreed pricing, recurring coffee mornings, purchase order numbers and monthly invoicing.
Prep & stock lists
Milk, beans, cups and syrups worked out from each event's headcount so the van gets packed right.
Barista rosters
Shifts offered and confirmed on staff phones, with hours tracked for pay.
Paperwork pack
Public liability, food licence, site plan and menu sent with each booking, with expiry reminders.
A website that books
Hand-built, quick on mobile, with packages, gallery and instant quotes, built to rank for 'coffee cart hire near me'.
03The systems
The big ones
Your whole cart business, on one system.
These are the systems coffee carts ask us about most. Each one works on its own and they get properly handy when they're joined up.
Quotes & packages
Headcount in. Price out. No calculator.
Your pricing becomes rules, not guesswork. Customers pick a package, enter their headcount, hours and postcode and see a real quote straight away. You set the rules once and tweak them whenever your prices change.
- Packages by hours, drinks or headcount
- Unlimited, pre-paid or pay-per-cup options
- Milk alternatives and syrups as extras
- Hot chocolate, chai and iced drink add-ons
- Extra barista added past a headcount
- Travel priced from your base
- Peak date and weekend pricing
- Branded cups and signage extras
- Quotes saved and followed up automatically
Bookings & calendar
One date, one cart. No more awkward calls.
Every cart, trailer and barista lives on one calendar. A quote checks availability before it's offered and a deposit locks the date, so the same Saturday can't be sold twice.
- Live availability across every cart
- Barista availability checked too
- Holds that expire if unpaid
- Online deposits through Stripe or Square
- Balance billed before the event
- Reminder emails and SMS to clients
- Client portal for headcount changes
- Google Calendar sync for the team
- Waitlist for fully booked dates
Event day & tabs
Run sheet in your pocket. Tab counted for you.
Baristas see exactly where to go, where to set up and who to call. On pay-per-cup events the cup counter runs the tab live and the invoice goes out before you've packed the grinder.
- Run sheet on the barista's phone
- Power, water, access and parking notes
- On-site contact one tap away
- Live cup counter or Square sales
- Tab caps with alerts near the limit
- Final invoice sent on pack down
- Prep list for milk, beans and cups
- Photos and notes from the day
- Review request sent the next morning
Corporate accounts
Office regulars who rebook themselves.
Offices, schools and event companies get their own account with agreed pricing and saved site details. Monthly coffee mornings repeat on their own and invoices land in Xero or MYOB without retyping.
- Corporate logins with saved details
- Agreed rates per account
- Recurring bookings, weekly or monthly
- Purchase order numbers on invoices
- Monthly consolidated invoicing
- Invoices straight into Xero or MYOB
- Multiple sites per company
- Overdue reminders sent for you
- Spend reports for the client
04How it changes
Before and after
A wedding booking, wolloped.
Here's how a typical wedding enquiry could change. Every cart business is different, so we map yours first.
Before
- Enquiry arrives by Instagram DM at 10pm
- Work out headcount, hours, milk and travel on a calculator
- Check the paper diary and the group chat for a free cart
- Email a quote and wait three days
- Chase the deposit twice
- Ask for venue power and access the week before
After
- Enquiry comes through the form on your website
- The quote is worked out on the spot
- The date is checked against every cart and barista
- The couple accepts and pays the deposit online
- Site details are collected with the booking
- The run sheet is on the barista's phone on the day
05Services
Everything under one roof
Software, websites and systems for coffee carts.
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 coffee carts
Built around how your coffee cart business actually runs: event enquiry form, instant quote builder and the admin in between, in one system you own.
Websites for coffee carts
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Coffee cart 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 coffee carts
Cart & barista calendar and deposits & balances: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Square, Stripe and Xero so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your coffee cart 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 the platforms you're happy with or replace the ones holding you back.
- Square
- Stripe
- Xero
- MYOB
- QuickBooks
- Shopify
- WooCommerce
- Google Calendar
- Google Business Profile
- Mailchimp
- Klaviyo
- Deputy
- Gmail
- Outlook
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 coffee cart 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 with you at an event and in the inbox, then work out what's actually eating your evenings.
- 02
Archi-tech
We plan it before writing code: your packages, pricing rules, carts, baristas, corporate accounts, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually instant quotes first, so you feel the difference before wedding season.
- 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 coffee carts ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can we offer different packages?
Yes. Packages by hours, drinks, headcount or pay-per-cup can be set up with their own extras and priced automatically. You can change them whenever you like.
Can it handle pay-per-cup events with a tab?
Yes. Cups can be counted on a phone or pulled from your Square sales, with a cap if the client wants one. The final invoice goes out when you pack down.
Can travel be priced automatically?
Yes. We work out the distance from your base to the venue and apply your own rules, like a free zone, per-kilometre rates or an overnight fee for regional events.
We run more than one cart. Can it manage them all?
Yes. Every cart, trailer and barista sits on the one calendar so you can see what's free and no date gets sold twice.
Do we need to replace Square or our accounting software?
No. We build around what works. Square, Stripe, Xero and MYOB can all stay, with bookings and invoices flowing into them so nothing gets retyped.
How much does a coffee cart booking 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 an enquiry form with instant quotes can be quick. Bigger systems are built 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 coffee carts 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 coffee cart 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.