Helix for Caterers
Event day shouldn't start with scrambling for details. Manage bookings, menus, deposits, and invoices from one screen — all connected.
Bottom Line
Most helix for caterers pay $100-200/month for 3-5 software subscriptions that do not talk to each other. That is $1,200-2,400/year — $4,000-8,000 over 3 years with SaaS inflation. Helix is $279 once — invoicing, scheduling, CRM, time tracking, task management, and full accounting. All connected. All yours.
Sound Familiar?
If any of these hit home, you are not alone. Every helix for caterers deals with this.
Wednesday — event is Saturday, guest count just jumped by 40
The 72-Hour Guest Count Panic
Client confirmed 120 guests three weeks ago. You ordered food, scheduled staff, rented equipment. They just called: 160 guests now. That's 40 more proteins, 40 more plates, 40 more chairs if they're seated. Your supplier needs 48-hour notice. Your rental company needs 72. The event is in 76 hours. Do you charge rush fees? Absorb costs? Tell them it's impossible?
Final walkthrough — 3 days before the wedding
The 'Oh, Did I Mention Vegan?' Reveal
You've done three tastings. Menu is locked. Bride's mother mentions at final walkthrough that the groom's family is 'mostly vegan — about 25 people.' The menu is prime rib, chicken piccata, and caesar salad. Nothing vegan except the bread basket. These aren't preferences; these are people who won't eat. You need to create 25 vegan meals from scratch in 72 hours.
Event day 2pm — service starts at 6pm, server isn't responding
The Server Who Went Silent
You've got 8 servers scheduled for a 200-person corporate gala. One isn't answering texts, calls, or anything. Last confirmed 48 hours ago. Event setup starts in 2 hours. You can run with 7 servers (everyone sweats harder) or scramble to find a replacement who won't know the flow. Your backup list hasn't worked one of your events before.
How Helix Works for Helix for Caterers
Real workflows. Real time savings. This is what $279 buys you.
Inquiry → Tasting → Contract → Deposit
Trigger: Event inquiry received
Inquiry comes in → Connect captures: Event date, type, guest count, venue, budget → Check Schedule → Confirm date available → Schedule tasting → Drag to Schedule with menu preferences noted → Tasting complete → Generate proposal with selected menu in Invoices → Contract signed → Deposit invoice auto-creates → Date locks on Schedule
Time saved: Booking process: 2 hours → 30 min
Contract Signed → Menu Finalization → Vendor Orders
Trigger: Deposit received, planning begins
Event Job created → Menu items from proposal populate Services → Client confirms final menu → Lock selections with timestamp → Services calculates → Quantities per guest count, vendor requirements → Generate vendor orders → Products creates POs for each supplier
Time saved: Menu to ordering: 3 hours → 45 min
Event Confirmed → Staff Assignment → Pre-Event Briefing
Trigger: Event within 2 weeks
Event approaching → Calculate staff needs based on guest count and service style → Open Connect → Filter staff by availability and skill level → Assign staff → Each person sees their event assignment in Schedule → Generate briefing doc → Event details, timeline, uniform requirements
Time saved: Staff coordination: 2 hours → 30 min
What You Get for $279
Jobs
Guest count, menu selections, dietary restrictions, venue address, setup time. All in one place. Your kitchen team and servers see exactly what they need.
Services
Plated dinner per person. Buffet per person. Bar package per person. Rentals, staffing, delivery — all as line items.
See What Helix for Caterers Typically Pay
FAQ
Can I track dietary restrictions?
Yes. Note special meals in Job details. Generate prep sheets that flag allergies and dietary needs.
Does it handle deposits and final payments?
Absolutely. Invoice deposit on booking, balance 7 days before event. Payment links for both.