QX Labs
whatsappWhatsApp agent for caterers

The AI booking desk for caterers, on WhatsApp

Quotes from your menus and per head prices, books tastings and logs dietary needs with every event.

WhatsApp
WhatsApp
Google Calendar
Google Calendar
Google Sheets
Google Sheets
Google Maps
Google Maps
HubSpot
HubSpot
9:41
HT
Hearth and Table
online
Today
Message

Give it your menus, your diary and your rules

QX connects to over 1,000 apps, so it runs on the tools you already use.

1

Your menus and prices

Upload your event menus, allergen guide and delivery terms. It reads your website too.

  • Event menus 2026.pdf
    PDF
  • Allergen guide.xlsx
    Spreadsheet
  • Delivery terms.docx
    Word document
  • hearthandtable.co.uk
    Website
2

Where the work goes

Choose exactly what it can do, one app and one job at a time.

  • Google Calendar
    Book tastings
    Google Calendar
  • Google Sheets
    Log events and dietary needs
    Google Sheets
  • Google Maps
    Work out delivery mileage
    Google Maps
  • HubSpot
    Save clients and log callbacks
    HubSpot
3

What comes to you

Decide which messages need a person, and what the client is told.

  • Weddings or events over 80 guests
    Log a callback
  • A severe allergy
    Flag it on the event
  • A problem on the event day
    Share the events manager's mobile
  • A weekly office lunch contract
    Log a callback

Illustrative agents for caterers, on WhatsApp

Explore examples of agents handling different types of customer requests. Select one to see the conversation.

9:41
HT
Hearth and Table
online
Today
Message

How AI agents help caterers

With QX, clients get a price and a tasting booked between your events.

Without an agent

  • Working out per head prices on your phone during prep
  • Offering tasting dates once you're home with the diary
  • Copying dietary needs from chats into the events sheet
  • Reading wedding enquiries late at night and noting them down

With QX

  • Per head prices quoted from your menus while you prep
  • Tastings booked into free slots in Google Calendar
  • Dietary needs added to your events sheet, guest by guest
  • Weddings logged as callbacks with the date, venue and number

Give more of your week to the food

Your agent answers your WhatsApp from early prep to late evening, and keeps your events sheet and tasting diary up to date.

Prices from your own menus

Canapés, the hot fork buffet or a three course dinner. Each per head price comes straight from your menus, so clients have a clear figure to plan around.

Travel, staff and crockery answered

How far you travel, whether you bring staff and plates, and your minimum guest numbers. It answers from your delivery terms and website, so you write each answer once.

Tastings booked around your events

Clients get two times from the free slots in your calendar, and the tasting goes in with their name, menu and guest count.

Dietary needs logged for the kitchen

Vegan, coeliac or a nut allergy. Each guest's needs go on the event in your events sheet, with severe allergies flagged for Rosa.

Weddings passed to Hugo

A wedding or a large family party. The name, date, venue and best number go into a callback, ready for Hugo to ring back with sample menus.

Every new client saved to your CRM

It saves each new client's name, number and company to your CRM, such as HubSpot, as it books their lunch or tasting, so your client list grows through the season.

FAQs

Quotes come only from the menus and per head prices you upload, including your minimum guest numbers. For a wedding or a bespoke menu, it follows your rule and logs a callback instead of guessing.

No. Clients hear what your allergen guide says, and the allergy goes on the event details, flagged for your kitchen to confirm.

No. It books tastings and logs the event details. Deposits, invoices and payment stay with you.

No. It only replies to messages it receives and never starts a conversation. When a client sends final numbers, it adds them to your events sheet.

WhatsApp is included on every plan, and each reply spends credits like any other agent run. The pricing page has the current plans and credit prices.

See it working for other businesses

Restaurants and cafés

Takes table bookings, answers from your menu and allergen guide, and passes private hire to your manager.

Hotels and guesthouses

Checks your rooms, quotes your rates, takes the booking and answers guests from your house rules.

See every industryFind your business in the full list, from accountants to vets.

Answer your next event enquiry in seconds

Free to start. Upload your menus, connect your calendar and let QX take the next message.