Why catering needs to change in 2025
Many caterers know the drill: you're coordinating three events at once, the production list sits in an Excel file attached to an email, and someone pings you on WhatsApp that the setup has changed. What used to work reasonably well is now a constant strain.
Staff shortages, rising guest expectations, and increasingly complex events are pushing even well-rehearsed teams to their limits. Information gets lost, lists spiral out of control, and in the end what's left is stress – not structure.
At the same time, huge opportunities are opening up: caterers who digitize their workflows – for example with an Event Operating System (EventOS) or a modern "EventOS" tool – don't just save time, they create a whole new level of transparency and professionalism – for staff and clients alike.
Excel & WhatsApp: why the old system no longer holds up
Excel and WhatsApp were the standard solution in catering for years – a bit of spreadsheet magic here, a few group chats there. But what looks flexible at first glance quickly becomes a risk as your team grows:
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Version chaos: Several people edit the same list, and nothing lines up anymore.
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Error-proneness: One wrong cell reference, and suddenly 20 portions are missing.
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No traceability: Who changed what, and when was the new list sent out?
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Data protection risks: Sharing personal and client data over WhatsApp is legally risky.
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Everyday stress: Important information gets buried between voice messages and screenshots.
In short: what used to be charmingly improvised now costs productivity, trust – and money.
What modern catering software does differently
Digital systems like Univents don't just solve these problems technically – they solve them structurally. They bring every process – from inquiry to invoicing – into one clear, continuous workflow. A true Event Operating System integrates quotes, production lists, shift and resource planning, communication, and bookings – all in one central dashboard.
1. Everything in one place
Quotes, production lists, shift plans, and communication all live in one central system. No more switching back and forth between tools. Everyone knows where to find information.
2. Automation instead of routine
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Quotes are generated from templates – with prices, images, and text blocks already in place.
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Production lists update automatically whenever a product changes.
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Shift plans are created in a few clicks and sent out to every staff member.
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Change notifications go out live – no more chasing people by phone, no more miscommunication.
3. Transparency for everyone
Planning, kitchen, service – everyone sees the same status in real time.
That cuts down on follow-up questions, makes decisions easier, and brings calm to the workflow.
👉 Learn more about digital quote and invoice processes in Univents
Real-world examples: how caterers save time and avoid mistakes with an Event Operating System (EventOS)
Example 1: Quotes in minutes instead of hours
A mid-sized catering business with around 15 employees digitized its quoting process.
Before: prices and text were copied manually from old Word documents.
Now: quotes are put together in a few clicks straight from templates. Products, text, and images are already stored.
That saves an average of 30 minutes per quote – and means clients get their quote the very same day.
Follow-up questions or change requests can also be handled digitally right away – no more emailing new versions back and forth.
Example 2: Production planning without the paper trail
The kitchen used to run on paper lists – often outdated, sometimes even duplicated.
Since introducing a digital production plan through an Event Operating System like Univents (EventOS), everything runs centrally:
As soon as an order is confirmed, the system automatically generates the production lists with recipes, quantities, and allergens.
Changes to the quote (e.g. a new guest count or a different side dish) are picked up automatically.
The result: no more wrong quantities, less stress in the kitchen, and 100% up-to-date data.
Example 3: Shift planning with clarity instead of chaos
Shift plans used to be coordinated via WhatsApp or Excel – with endless back-and-forth.
Now staff scheduling runs directly in the system:
The team sees its shifts in real time, can report absences or swap shifts – and changes sync instantly.
That saves the business several hours of coordination every week and avoids double bookings.
Surcharges (e.g. for night or weekend work) are also calculated automatically – transparent and fair for everyone.
Lessons from the field
Whether it's a small kitchen or a large-scale caterer:
An integrated Event Operating System like Univents (EventOS) makes the difference between paper chaos and real oversight.
The combination of central planning, automated lists, and clear communication means catering businesses work more efficiently – with less stress and more time for quality.
👉 How Univents supports kitchen and production workflows with live lists and a KDS → Go to the production page
How to make the switch, step by step
Digitizing often feels like a huge mountain to climb – especially when everything has run on Excel and WhatsApp so far. The good news: you don't have to switch everything at once.
With a clear plan, you can move within a few weeks from paper and chaos to a structured, digital workflow.
Here's a proven roadmap that has worked well for many businesses:
1. Start small – with one example event
Pick a single event or project to test everything on.
For example, a corporate catering job for 100 people.
That becomes your pilot project – here you try out, step by step, how the digital workflow works.
💡 Tip: Don't digitize every area at once – start with one, such as quotes or shift planning.
That way you quickly spot where things get stuck, and gather experience before rolling everything out.
2. Take stock of what you have now
Do a simple inventory:
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Which lists, files, and templates do you use today?
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Which of them work well – and where does time get lost?
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Who currently works with what (planning, kitchen, service, office)?
Sort this information roughly by topic:
Quotes | Production | Staff | Invoicing.
That way you quickly see where the biggest pain point is – and where a digital start pays off the most.
3. Choose a tool that fits you
When choosing software, make sure it:
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is easy to use (even for staff without IT experience),
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covers all your key workflows (quotes, kitchen, staff, bookings),
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offers training and support,
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and can connect to your accounting software or calendar.
If you use Univents, you can try out many of these steps right away – no training or complex setup needed.
4. Build your digital workflow
That sounds complicated, but it's actually very concrete.
Here's what it looks like for a sample event:
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Quote: Create your first digital quote straight from a template – with text blocks, prices, and your logo.
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Production list: As soon as the client confirms, the software automatically generates a production list – no more manual Excel work.
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Shift plan: Plan who works when and send the plan straight from the system – changes reach everyone automatically.
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Invoice: After the event, just click "Create invoice" – all the data is already there.
💡 Tip: Run through this workflow once from start to finish, even if it's not perfect yet.
The most important step is: getting started.
5. Bring your team along
This is often the deciding factor.
Explain why you're doing this – namely not to exert more control, but to make everyday work easier.
Run a short introduction (30–60 minutes is usually enough) and let everyone try it out themselves.
Important: questions and small mistakes are part of the process – that's normal during a transition.
6. Turn it into routine
After a week or two, you'll quickly notice where things get stuck.
Adjust your templates and set standards ("This is how we create quotes," "This is how a production run works").
Bit by bit, this becomes your new digital standard.
💡 Tip: Write down 1–2 things you want to improve each week. Small steps add up fast.
7. Measure your results
The best part of digital workflows: you see immediately whether it's paying off.
Examples of simple metrics:
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How long does a quote take compared to before?
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How many follow-up questions still come in from staff?
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How quickly is an invoice ready?
Often you'll notice within just a few weeks:
👉 less stress, fewer mistakes, and much better overview.
8. Roll the system out to all events
Once your pilot project works, you can roll the workflows out to all your other events step by step.
Start with similar formats (e.g. corporate parties, then weddings) so you pick up the routines quickly.
After two to three months, your entire business runs digitally – and you'll wonder how you ever managed without it.
In short:
1️⃣ Start small.
2️⃣ Test it on a real event.
3️⃣ Bring your team along.
4️⃣ Expand step by step.
5️⃣ Make your wins visible.
This isn't a massive project – it's a journey in small, manageable steps – and each one saves you time and nerves right away.
The business case: time saved is money earned
One example:
8 hours saved per week × €30 hourly rate × 50 weeks = €12,000 a year.
On top of that come the soft factors:
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faster response times → happier clients
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fewer mistakes → lower costs
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better transparency → more motivated team
So digitization isn't a cost – it's an investment with a direct ROI.
Common misconceptions about digitization
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"Digital just means PDFs by email."
No – real digitization automates work, it doesn't just shift it around. -
"That's too complicated."
Modern tools are intuitive – they feel like WhatsApp, just more useful. -
"My team won't want this."
Usually, teams love digital workflows as soon as they notice they save time. -
"We're too small for this."
Small businesses benefit the most: less overhead, clearer workflows, faster response.
How to make it an easy start
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Start small: One process, one event, one month.
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Document the results: How many hours are you saving? How many fewer mistakes?
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Share the success story internally: "Our everyday work is so much easier now."
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Build a routine: After three months, the digital workflow is the standard.
Many providers – Univents included – offer personal onboarding and support, so you're not going through the switch alone.
Conclusion: fewer lists, more oversight
Digitization sounds like technology – but above all, it's about one thing: making everyday work easier.
When you structure your workflows clearly, you save time, reduce mistakes, and win back room – for what catering is really about: great food, happy guests, and a strong team.
👉 Try it yourself now: see how Univents helps catering teams run their quotes, production, and shift plans digitally – no Excel required.
Watch the demo now →
See how Univents works specifically for your industry – with all features, examples and pricing at a glance.
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