ServiceStack AI for Caterers: The Inquiry-to-Invoice Kit
Coming soon
AI prompts, checklists and a step-by-step routine for solo and small catering businesses, from the first inquiry to the final invoice.
This is The Inquiry-to-Invoice Kit. It follows a catering job in the order it really happens: the inquiry comes in, you quote it, you run the event, and you send the final invoice and follow up. Each prompt below is written for caterers, so it already knows about guest counts, service styles, dietary needs, deposits and final headcounts.
The full downloadable kit is coming soon. It is not for sale yet, and there is no price or launch date. 1 free sample prompt here; 9 more prompts, 2 checklists and the step-by-step routine in the full kit. The sample prompt shown in full on this page is free to use today. The free Caterer's 10-Minute Inquiry Kit below is available now, and the sample prompt here is different from the ones in it.
Available now, free: the Caterer's 10-Minute Inquiry Kit, a starter set for answering catering inquiries.
Who it's for
Solo caterers and small catering teams who handle their own inquiries, quotes, event planning and client emails.
- Home-based and small commercial caterers
- Event, wedding and corporate caterers who quote per head
- Owners who answer inquiries between prep and service and do their own invoicing
How the kit is organized
The kit is split into four stages that match a catering booking. Use the stage you're on today.
- Inquiry: Sort new inquiries, ask for what's missing and say no kindly when a job doesn't fit.
- Quote: Build menu options around the guest list, adjust when the budget comes in lower, and get the logistics answers you need before you commit.
- Event: Turn the booking into a plan your team can follow: a run sheet, a staff briefing and the text for buffet and allergen labels.
- Invoice and Follow-up: Close the job cleanly: send an accurate final invoice and follow up politely if the balance goes past due.
How to use a prompt: copy the whole grey box, replace every [BRACKET] with your real details (pick one option where you see a slash, and write "not sure" or delete the line if you don't know), paste it into ChatGPT, Claude or Gemini, then read and edit the draft so it sounds like you.
Stage 1: Inquiry
Sort new inquiries, ask for what's missing and say no kindly when a job doesn't fit.
Prompt 1: Catering Inquiry Qualifier
When to use it: A new catering inquiry arrives and you need to know whether it fits before you spend time on a quote.
What you get back: A summary of the inquiry, a list of missing details, any fit concerns, and a short reply that asks the right questions.
Tip: Paste the inquiry exactly as it came in, typos and all. The AI picks up details you might skim past. If it flags a fit problem, decide yourself whether to take the job.
In the full kit (waitlist):
- [Locked] Kind No (or Not Like That) for Inquiries That Don't Fit: Turns down or redirects an inquiry that doesn't fit, with an alternative or a referral if you have one.
Stage 2: Quote
Build menu options around the guest list, adjust when the budget comes in lower, and get the logistics answers you need before you commit.
In the full kit (waitlist):
- [Locked] Menu Options for a Mixed Dietary Group: Builds 2-3 menu options from your own dish list that cover every dietary need, before you price them.
- [Locked] Quote Revision When the Budget Comes In Lower: Answers an over-budget reply with 2-3 revised options instead of a straight discount.
- [Locked] Venue and Logistics Questions: Writes the client and venue questions about kitchen, power, load-in, rentals and venue rules before you commit.
Stage 3: Event
Turn the booking into a plan your team can follow: a run sheet, a staff briefing and the text for buffet and allergen labels.
In the full kit (waitlist):
- [Locked] Event-Day Run Sheet: Plans the event day in 15-30 minute steps, from load-out to cleanup, with who does what.
- [Locked] Staff Briefing Message: Sends your team call time, dress code, parking, key timings and allergy notes in one phone-friendly message.
- [Locked] Buffet Labels and Allergen Card Text: Writes dish labels with dietary codes and a Contains line, built only from your recipe notes.
Stage 4: Invoice and Follow-up
Close the job cleanly: send an accurate final invoice and follow up politely if the balance goes past due.
In the full kit (waitlist):
- [Locked] Final Invoice Email With Adjustments: Explains every change from the quote so the client understands the balance before opening the invoice.
- [Locked] Overdue Balance Reminder: Drafts a friendly first reminder and a firmer second one that sticks to your own contract terms.
Checklists and the step-by-step routine
The full kit also includes 2 checklists to fill in and reuse, plus a step-by-step routine that ties every prompt together.
In the full kit (waitlist):
- [Locked] Pre-Quote Checklist: Every detail that changes the price of an event, to fill in before you quote.
- [Locked] Event-Day Pack and Load-Out Checklist: What to check before you leave the kitchen and before you leave the venue.
[Locked] The Inquiry-to-Invoice routine: the full step-by-step routine is in the kit, taking you through the prompts and checklists in order.
Review every AI draft
AI drafts can be wrong, generic or confidently invent details. Before you send or publish anything, check every name, date, price, number and promise against your own records, make sure the wording matches your own policies and contracts, and edit it so it sounds like you. You stay responsible for what goes to your clients. This page isn't legal, tax, accounting or food-safety advice. Copy terms from your own contract and follow your local health department's rules for food handling, holding and allergens.
Want the full Caterers Kit when it is ready?
Start with the sample prompt on this page and the free Caterer's 10-Minute Inquiry Kit today. The full downloadable kit, with the other 9 prompts, the checklists and the step-by-step routine, is coming soon. Join the waitlist and we will email you when it is ready. Joining just opens an email to us; there is nothing to pay.
Available today
5 free AI prompts for service businesses: shown in full, no email needed.
The ServiceStack AI Toolkit ($67, one-time): 80 fill-in prompts in 12 categories, 25 templates, 39 swipe files and 25 step-by-step SOPs. It is not niche-specific; it is written to work for any service business, so you fill in your own service and clients. Covered by a 7-day money-back guarantee: email support@getservicestackai.com within 7 days of purchase for a full refund.
FAQ
Can I use the sample prompt on this page now?
Yes. There is 1 free sample prompt here; 9 more prompts, 2 checklists and the step-by-step routine are in the full kit. The sample prompt shown in full is free to copy and use today, with nothing to buy or sign up for. The other 9 prompts are listed under each stage, and the checklists and the routine are listed above; they all come with the full kit.
When is the full kit coming?
The full downloadable Caterers Kit, with all 9 remaining prompts, the checklists, the step-by-step routine and files to keep, is coming soon. It is not for sale yet. We're building it now; join the waitlist and we'll email you when it's ready. We are not giving a date or price until it is done.
Does the $67 toolkit work for caterers now?
Yes. The ServiceStack AI Toolkit is available today and works for any service business. It is not written specifically for caterers, so you fill in your own services, clients and prices in the [BRACKETS]. Prompts like the one-page proposal, objection response, welcome email and scope change apply directly. It has a 7-day money-back guarantee if it turns out not to fit.
Which AI tools does it work with?
The prompts are plain text, so they work with ChatGPT, Claude, Gemini or any similar AI chat tool, on free or paid plans. Paste the prompt in, then read and edit the draft before you use it.
Questions? Email support@getservicestackai.com.