PrepStation

For full-service caterers

Staff the event from the order Floor plans, BEOs, and punches that match

Grow full-service catering: clients accept and pay quotes on your brand, a wedding weekend stays on one ticket, and that same order runs the timeline, floor plan and seating chart, kitchen and FOH BEOs, production, and staffing. Book bigger weekends without hiring someone to retype them.

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No credit card required · Walk a staffed event · Cancel anytime

Mostly corporate drop-offs and online reorders? See drop-off caterers.

Full-service catering team plating for an on-site event

Why PrepStation for full-service caterers

01

The plan travels with the sale

Run-of-show timelines and staffing rosters live on the sales order—not a side spreadsheet.

02

Kitchen and floor stop arguing

Kitchen and FOH BEOs print from the same confirmed event, with the floor plan, every guest's plate, and counts by table.

03

No labor surprise at month-end

Staff the event from your own roster, and the time clock tracks hours and overtime, so labor isn’t a month-end surprise.

No credit card for the live demo

Quote to BEO to punch

Cancel anytime

Staffed events break when the BEO doesn’t match the floor. Timeline in one sheet. Roster in another. Punches nowhere near the order.

Sales wins the job. Kitchen rebuilds the menu. FOH rebuilds the run-of-show. The seating chart lives on a poster board, and someone counts chicken versus salmon by hand. Time clocks don’t know who was on the event.

Full-service reality

Every event rebuilt by hand caps how many you can book. Growing means self-serve quotes on your brand, multi-day weekends on one ticket, and a BEO everyone trusts, not software built only for lunch drop vans.

Self-serve quotes & multi-day

Win the weekend on your brand. Run it from one ticket.

The client opens the quote on your site, asks questions there, accepts, and pays the deposit without a phone call. Friday rehearsal dinner, Saturday plated reception, and Sunday brunch stay on the same sales order, each day with its own menu, ready-by time, and subtotal.

  • Public quote accept-and-pay link, with deposit or full payment
  • Branded storefront where buyers send a quote request or pay now
  • Multi-day events and multiple service slots on one order
  • Live plate cost and margin while you build the quote

Explore sales orders and quotes

SO202607-0042

Riverside Holdings · Jul 13, 2026

Quote

Customer

Riverside Holdings

Source

Back Of House

Fulfillment

Delivery · Grand Hall

Guests

86

Jul 18 · 12:30 PM $3,397.00

Plated herb chicken dinner

Grain salad · Chocolate tart · GF roll-up

86 $39.50 None $3,397.00

Cost Summary

Subtotal
$3,397.00
Delivery Fee
$125.00
Total
$3,522.00
Est. Margin
$2,232.00 (63%)
The quote document already carries the event details, menu, totals, and margin.

Ready to walk a staffed event from quote to BEO to punch?

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CRM pipeline

New Inquiry · Quote Sent · Accepted

Board

New Inquiry

Harbor Law firm lunch

$1.8k

42 guests · Aug 2

Review inquiry

Quote Sent

Riverside Holdings

$3.4k

86 guests · Jul 18

Follow up

Westside Gallery

$1.1k

28 guests · Jul 22

Send revision

Accepted

Northside HQ weekly

$2.2k

60 guests · Recurring

Confirm deposit

Facsimile of the CRM board — New Inquiry, Quote Sent, Accepted.

Quotes & CRM

Build the quote once. Run the entire event from it.

Inquiries land in the pipeline. Quotes are sales orders—with guest counts, service times, menus, and deposits—so winning the business does not mean retyping it for the kitchen.

  • CRM stages from New Inquiry through Quote Sent to Won
  • Revised quotes stay under one opportunity, not duplicate deals
  • Quote documents and customer portal for review and reorder
  • Client questions land on the quote, with instant back-office notify
Catering kitchen preparing for a production day

Production & BEO

Turn tomorrow’s events into today’s kitchen plan

Production Hub consolidates confirmed banquet demand. Prep sheets show batch quantities. Banquet Event Orders cover kitchen and front-of-house, with the staffing roster printed from the same order.

  • Aggregated prep across every event on the day
  • BEO documents for kitchen and FOH, with plate counts by table
  • Event staffing assignments on the sales order

Purchasing & margin

Buy what the order requires

A shopping list tells you what to buy, not what the event will cost you. PrepStation ties vendor prices and yields into recipe cost, then turns confirmed events into purchasing demand and purchase orders so you protect the margin you sold.

  • Yield-aware recipe costing through modifiers and prep recipes
  • Vendors, invoice capture, and inventory receiving
  • Waste logging so actual food cost stays honest

Purchasing horizon

What to buy for demand from Jul 13 to Jul 19

7 days 14 days 30 days

Window

7 days

Ingredients to buy

18

Est. spend

$2,438

Purchasing view

Vendor order suggestions

Round: item default Group: ingredient
Ingredient Need Order Vendor / SKU Est. cost
Airline chicken 48 lb 2 cases Sysco · 42819 $624
Farro 12 lb 1 case Local Grain · FAR-25 $86
Heavy cream 6 qt 2 packs Dairy Direct · HC6 $49
Confirmed demand rolls into purchase quantities, vendor suggestions, and estimated cost.

Cost the plate, buy for the event, protect the margin you sold.

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Event plan & workforce

Timeline, roster, BEO, and punches on one event

Drop-off teams live in vans and storefronts. Full-service teams live in run-of-show, captains on the floor, and people punching a clock.

Event plan · Sat Jul 18

Riverside Holdings · 86 guests

Timeline

  1. Load-in

    Setup crew × 3

    9:00 AM

  2. Kitchen arrive

    Chef + 2 cooks

    10:30 AM

  3. Guest doors

    Captain + servers × 6

    12:00 PM

  4. Service

    Full FOH roster

    12:30 PM

  5. Breakdown

    Setup + dishwash

    2:30 PM
Run-of-show timeline on the sales order Event tab.

Staff roster

Assigned to this event · punches feed attendance

Clock

  • Maya Chen

    Captain · 11:00–3:00

    On clock

  • Luis Ortega

    Server · 11:30–3:00

    On clock

  • Priya Shah

    Server · 11:30–3:00

    Break

  • Jon Park

    Chef · 9:00–4:00

    On clock
Event staffing roster with time-clock status.
  • Kitchen & FOH BEOs — print from the confirmed order, not a rebuilt PDF.
  • On-site staffing — captains, servers, chefs, setup with shift windows.
  • Time clocks — punches and attendance against the people you assigned.

Running high-volume lunch drops instead? Software for drop-off caterers.

Floor plans, seating & plating

Every guest, chair, and plate on the BEO

The room is drawn to scale or copied from the venue’s saved layout. The guest list comes in by paste or spreadsheet, parties sit together, and each guest carries their plates and allergies. The BEO prints the floor plan, plate counts by table for the kitchen, and a server sheet for every table.

  • Drag-and-drop floor plans in feet: rounds, long tables, stage, dance floor, bar, doors
  • Guest lists pasted or uploaded from CSV or Excel, with tables and plates in the same rows
  • Each plate checked against the guest’s allergies and dietary needs before it prints
  • Place cards and escort cards, per guest or per party, from the same seating

The plan agreed with the client is frozen at confirmation, and late seating changes reach the BEO only when they are published.

Explore Banquet Event Orders

PrepStation · BEO

Floor plan · Terrace Ballroom

Sat Jul 18 · Banquet rounds · 56 × 36 ft

SO202607-0042

Riverside Holdings

86 seats · 86 guests

Stage Dance floor Bar Kitchen Door Head table Head table, seat 1: Felix Cole · Herb chicken C Head table, seat 2: Lucy Mendez · Seared salmon S Head table, seat 3: Ravi Silva · Herb chicken C Head table, seat 4: Tara Reyes · Seared salmon S Head table, seat 5: Diego Rossi · Mushroom risotto V Head table, seat 6: Mia Ellis · Herb chicken C 1 Table 1, seat 1: Mateo Nguyen · Herb chicken C Table 1, seat 2: Maya Park · Herb chicken C Table 1, seat 3: Omar Abbott · Seared salmon S Table 1, seat 4: Hannah Ahmed · Herb chicken C Table 1, seat 5: Caleb Lowe · Mushroom risotto V Table 1, seat 6: Leah Hughes · Herb chicken C Table 1, seat 7: Marcus Turner · Seared salmon S Table 1, seat 8: Priya Foster · Herb chicken C 2 Table 2, seat 1: Ruth Daniels · Herb chicken C Table 2, seat 2: Paul Daniels · Seared salmon S Table 2, seat 3: Victor Novak · Herb chicken C Table 2, seat 4: Sofia Castillo · Herb chicken C Table 2, seat 5: Owen Rivera · Seared salmon S Table 2, seat 6: Nora Quinn · Herb chicken C Table 2, seat 7: Jamal Murphy · Herb chicken C Table 2, seat 8: Ella Hart · Mushroom risotto V 3 Table 3, seat 1: Noah Kim · Herb chicken C Table 3, seat 2: Chloe Shah · Herb chicken C Table 3, seat 3: Theo Patel · Seared salmon S Table 3, seat 4: Iris Grant · Herb chicken C Table 3, seat 5: Andre Bennett · Herb chicken C Table 3, seat 6: Lena Cole · Seared salmon S Table 3, seat 7: Sam Mendez · Herb chicken C Table 3, seat 8: Zoe Silva · Seared salmon S 4 Table 4, seat 1: Amara Okafor · Herb chicken C Table 4, seat 2: Ben Okafor · Seared salmon S Table 4, seat 3: Dana Whitfield · Herb chicken C Table 4, seat 4: Kenji Watanabe · Mushroom risotto V Table 4, seat 5: Grace Lin · Seared salmon S Table 4, seat 6: Elliot Brooks · Herb chicken C Table 4, seat 7: Isabel Moreno · Seared salmon S Table 4, seat 8: Henry Alvarez · Herb chicken C 5 Table 5, seat 1: Wes Reyes · Seared salmon S Table 5, seat 2: Ava Rossi · Herb chicken C Table 5, seat 3: Felix Ellis · Herb chicken C Table 5, seat 4: Lucy Nguyen · Mushroom risotto V Table 5, seat 5: Ravi Park · Herb chicken C Table 5, seat 6: Tara Abbott · Herb chicken C Table 5, seat 7: Diego Ahmed · Seared salmon S Table 5, seat 8: Mia Lowe · Herb chicken C 6 Table 6, seat 1: Mateo Hughes · Herb chicken C Table 6, seat 2: Maya Turner · Herb chicken C Table 6, seat 3: Omar Foster · Seared salmon S Table 6, seat 4: Hannah Novak · Seared salmon S Table 6, seat 5: Caleb Castillo · Herb chicken C Table 6, seat 6: Leah Rivera · Mushroom risotto V Table 6, seat 7: Marcus Quinn · Herb chicken C Table 6, seat 8: Priya Murphy · Herb chicken C 7 Table 7, seat 1: Victor Hart · Herb chicken C Table 7, seat 2: Sofia Kim · Seared salmon S Table 7, seat 3: Owen Shah · Herb chicken C Table 7, seat 4: Nora Patel · Herb chicken C Table 7, seat 5: Jamal Grant · Seared salmon S Table 7, seat 6: Ella Bennett · Herb chicken C Table 7, seat 7: Noah Cole · Mushroom risotto V Table 7, seat 8: Chloe Mendez · Seared salmon S 8 Table 8, seat 1: Theo Silva · Herb chicken C Table 8, seat 2: Iris Reyes · Herb chicken C Table 8, seat 3: Andre Rossi · Mushroom risotto V Table 8, seat 4: Lena Ellis · Herb chicken C Table 8, seat 5: Sam Nguyen · Seared salmon S Table 8, seat 6: Zoe Park · Herb chicken C Table 8, seat 7: Wes Abbott · Seared salmon S Table 8, seat 8: Ava Ahmed · Herb chicken C 9 Table 9, seat 1: Felix Lowe · Seared salmon S Table 9, seat 2: Lucy Hughes · Herb chicken C Table 9, seat 3: Ravi Turner · Herb chicken C Table 9, seat 4: Tara Foster · Seared salmon S Table 9, seat 5: Diego Novak · Mushroom risotto V Table 9, seat 6: Mia Castillo · Herb chicken C Table 9, seat 7: Mateo Rivera · Herb chicken C Table 9, seat 8: Maya Quinn · Mushroom risotto V 10 Table 10, seat 1: Omar Murphy · Herb chicken C Table 10, seat 2: Hannah Hart · Seared salmon S Table 10, seat 3: Caleb Kim · Herb chicken C Table 10, seat 4: Leah Shah · Seared salmon S Table 10, seat 5: Marcus Patel · Herb chicken C Table 10, seat 6: Priya Grant · Mushroom risotto V Table 10, seat 7: Victor Bennett · Seared salmon S Table 10, seat 8: Sofia Cole · Herb chicken C
C Herb chicken 49 S Seared salmon 26 V Mushroom risotto 11 Allergy check 1

Table 4 · 8 guests · 4 C · 3 S · 1 V · 1 allergy check

Floor plan, plate counts by table, and a server sheet per table print on the BEO from the same order.

Stop retyping the same event for every team

Same banquet. Four rebuilds on the left. One sales order on the right.

The old way

4 rebuilds

Riverside banquet gets copied into a new sheet for each desk.

  1. Sales

    Quote PDF

    86 guests · Plated lunch

    v1

  2. Kitchen

    Prep spreadsheet

    Herb chicken × 86 retyped

    v2

  3. FOH

    Run-of-show + seating chart

    Plates per table counted by hand

    v3

  4. Payroll

    Who worked?

    Captains & servers guessed

    v4

With PrepStation

0 rebuilds

Confirm once. Kitchen, FOH, and payroll read the same event.

Sales order

SO202607-0042 · Riverside Holdings

86 guests · Sat 12:30 PM · Staffed banquet

Pending Delivery

  • Sales

    Quote, deposit, portal

    Reads SO202607-0042

  • Kitchen

    Prep + plate counts by table

    Reads SO202607-0042

  • FOH

    Floor plan + server sheets

    Reads SO202607-0042

  • Payroll

    Hours and overtime

    Reads SO202607-0042

Win the event once. Kitchen, FOH, and payroll stop rebuilding it.

Or watch a recorded walkthrough

Operator story

Built because we needed it ourselves

PrepStation started inside a working catering company—where disconnected sheets between sales, kitchen, purchasing, and delivery were the daily tax on every event. The product exists to replace that tax: sell on your own brand, keep the whole event on one order, and let every team work from it.

Roux for full-service caterers

From the first call to the floor plan, ask Roux.

Roux drafts the quote from the client's description, fills in the BEO run-of-show and staff, seats the guest list, and draws the floor plan. He drafts replies to the client and moves the event through your pipeline. You approve every change.

Try asking Roux

  • “Quote a plated dinner for 140 on June 14”
  • “Fill in the run-of-show for the Okafor wedding”
  • “Draw the Terrace Ballroom, 10 rounds of 8”
  • “Follow up with Dana Mason on Friday”

Roux proposes, you approve. Nothing saves until you do, and he only works in the apps you have turned on.

Meet Roux, the AI sous chef

Roux Okafor wedding
Plated dinner for 140 on June 14: short ribs or salmon, a vegetarian option for 12, passed apps for the first hour.

AI Tool

Using Sales Quote (drafting)

  • Read your menu and prices
  • 128 plated, 12 vegetarian
  • Passed apps, 5:30 to 6:30

Roux

Done. Plated dinner for 140 with passed apps, ready for the Okafors.

Quote · Okafor wedding Draft

Sat, Jun 14 · Dinner at 7:00 PM · 140 guests

ItemQtyPriceTotal
Passed Appetizers 4 pieces per guest 140 × $9.00 $1,260.00
Plated Dinner Short ribs or salmon 128 × $48.00 $6,144.00
Plated Dinner, Vegetarian Mushroom risotto 12 × $42.00 $504.00
Dessert Station Mini tarts and cookies 140 × $7.50 $1,050.00
Subtotal $8,958.00

Changes waiting for your approval

  • Create quote for the Okafor wedding, 4 lines Leave out
Waiting Approved, 1 change saved
Type your message...

Questions catering teams ask

Straight answers before you spin up the demo.

Can PrepStation replace our quote spreadsheet and kitchen sheets?

Yes. The sales order is the source of truth—quotes, event timeline, staffing, BEOs, and production all read the same record, so teams stop rebuilding the banquet in separate sheets.

Do I need a credit card for the live demo?

No. The live demo does not require a credit card. Explore the catering workflow and cancel anytime.

Does it handle multi-day events and multiple service slots?

Yes. Multi-day and multi-slot catering live on a single sales order, so guest counts, menus, timelines, and staffing stay attached to one event.

Can we print kitchen and FOH Banquet Event Orders?

Yes. BEO variants for kitchen and front-of-house print from the confirmed sales order, including the staffing roster, the event floor plan, plate counts by table, and a server sheet for every table.

Can we build floor plans and seating charts for an event?

Yes. Floor plans are drawn to scale in feet with rounds, long tables, a stage, dance floor, bar, and doors, or copied from a venue's saved layout. Guest lists come in by paste or CSV and Excel upload, parties sit side by side, and each guest's plates and allergies are checked against the menu. Place cards and escort cards print from the same seating.

Does event staffing connect to time clocks?

Yes. Assign captains, servers, chefs, and setup on the Event tab. The same employees punch in on the time clock kiosk, and attendance reports hours and overtime for payroll.

How is this different from catering CRM or event software?

Most tools book the order, then your team rebuilds the BEO, roster, and kitchen sheets. PrepStation runs the staffed event from the same confirmed order—plan, produce, staff, and punch without re-entry.

What if we mostly do drop-offs, not staffed events?

Use the drop-off caterers path. It focuses on branded online ordering, multi-slot delivery, packing per stop, and Delivery Hub—without centering BEOs and on-site staffing. Software for drop-off caterers.

PrepStation

Run the staffed event from one order

Spin up the live demo and walk quote → floor plan and seating → BEO → time clock.

Try Live Demo
See pricing

No credit card required · Cancel anytime