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Let's be honest—catering is pure chaos. For catering companies, finding the best answering service can be a game-changer. Research shows that 62% of food service workers report that miscommunication between departments is common.
The biggest pain point? Order changes. A whopping percentage of food pros say last-minute modifications throw their carefully planned events into complete disarray. One small change ripples through your entire operation, creating a domino effect of problems.
Then comes the seasonal rush. When everyone's trying to book at once, your staff drowns in calls. Miss those calls? That's business walking out the door—no sugar-coating it. Leveraging AI phone assistants can improve operational productivity, ensuring you handle every call efficiently during peak times.
Catering businesses face unique communication challenges that go beyond just picking up the phone. An effective answering service needs specific features designed for the fast-paced, detail-obsessed world of catering:
Events don't stick to business hours—so why should your phone service? Round-the-clock availability ensures you never miss an opportunity, whether it's a late-night emergency or a Sunday afternoon inquiry. Round-the-clock availability, like 24/7 live answering, ensures you never miss an opportunity.
Understanding the key features for answering services across different industries can help you select the best service for your catering business.
Research confirms that call volumes spike during peak booking seasons. One catering company boosted monthly bookings by 15% after switching to 24/7 answering services, capturing calls that would have gone to voicemail or competitors. Customer interaction automation handles routine questions while making sure complex issues reach the right people.
Generic answering services just don't cut it for catering. Your service needs staff who understand dietary restrictions, event logistics, and how to talk about your menu options intelligently.
Custom call scripts for different events (weddings, corporate functions, private parties) ensure the right information gets collected the first time. This matters because agents without industry knowledge struggle with upselling or handling custom requests.
Your answering service should play nice with your other systems. Integration with CRM, scheduling, and order management creates a smooth flow of information from the first call to the final plate, streamlining catering processes. Leveraging cloud technologies in BPO can enhance these integrations, allowing for seamless data flow and accessibility.
Connecting with platforms like ezCater, Caterease, and other catering software prevents double-entry errors and booking conflicts. Real-time updates improve kitchen and staff planning. Smart AI enhances these connections by automatically routing information to the right systems without manual steps, helping to enhance customer service.
Catering demand goes up and down—your answering service should flex with it. The right service scales up during wedding season and holiday rushes, then scales back during slower periods, all without dropping the ball on quality. Implementing AI virtual phone assistants, such as BetterCater, can boost efficiency by adapting to your business's changing needs.
Leveraging cloud technologies can enhance scalability, allowing your answering service to adjust resources according to your business needs.
Your clients come from all backgrounds. Multilingual support lets you connect with everyone in their preferred language, making sure nothing gets lost in translation when discussing crucial event details.
Data tells the story of your business. Good reporting shows call volumes, peak times, common questions, and satisfaction levels. These insights help you make smarter decisions about staffing, marketing, and service improvements.
Outsourcing your call handling isn't just about answering phones—it changes how your catering business runs. Here's the real difference it makes:
First impressions stick. When clients call and reach a professional who gets catering, they immediately think better of your business. Trained representatives who know your industry show the same professionalism that you bring to your events, even during crazy-busy periods when your team is slammed.
Missed calls mean missed money. An answering service ensures every potential client gets a live response, not voicemail. This really matters in catering, where clients often call multiple companies and go with whoever gets back to them first. The difference between a missed call and a quick, professional answer could be thousands in lost revenue.
Hiring full-time receptionists costs a fortune, especially for smaller catering operations or businesses with seasonal ups and downs. Outsourcing gives you professional call handling without the big overhead. By following best practices for outsourcing, you ensure that you get better service without breaking the bank.
Plus, streamlined order processing cuts down errors and saves time throughout your operation. You get better service without breaking the bank.
Happy clients come back and tell their friends. Professional answering services deliver:
These small touches add up to a noticeably better customer experience, leading to higher retention and glowing reviews.
Modern answering services use smart technology for more personalized interactions. Some services handle routine questions with AI conversations, freeing human agents for complex requests or VIP clients.
Finding the best answering service can transform your catering business. Here are seven standout options specifically designed for the unique demands of food service:
Overview
Goodcall uses AI to power its virtual receptionist service, offering 24/7 coverage and smooth integration with popular catering platforms. Their system can handle multiple simultaneous calls, ensuring no inquiry goes unanswered even during peak booking periods.
Why Choose It
What makes Goodcall special is its ability to handle complex catering questions using natural language processing. It manages bookings, answers common questions, and even helps clients with menu selections.
Pricing
Goodcall builds custom pricing based on your call volume and feature needs. Contact them for a quote tailored to your business.
Overview
Smith.ai combines AI and human receptionists for a comprehensive solution that works for catering businesses of any size. They offer call screening, appointment scheduling, and follow-up communications to create a seamless client experience from first contact through event completion.
Why Choose It
Their team knows hospitality inside and out, ensuring professional interactions with your clients. They also qualify leads and schedule appointments—saving you valuable time.
Pricing
Plans start at $240/month for 30 calls, with custom options for higher volumes.
Overview
AnswerHero focuses specifically on hospitality and catering, with 24/7 support and personalized customer experiences. Their proprietary training program ensures all representatives understand the urgency and attention to detail required in the catering industry.
Why Choose It
Their agents know how to handle event bookings, menu questions, and last-minute changes like pros. They also offer bilingual support, perfect for diverse markets.
Pricing
AnswerHero creates custom pricing packages. Contact them for a detailed quote.
Overview
Always Answer specializes in restaurant and catering answering services, with particular strength in order taking. Their dedicated catering team undergoes extensive training in food service protocols, including handling dietary restrictions and special event requirements.
Why Choose It
They create scripts tailored specifically to your catering business, ensuring consistent information. They also offer appointment scheduling and CRM integration.
Pricing
Basic plans start at $29/month, with custom solutions for larger operations.
Overview
While primarily a catering marketplace, ezCater offers integrated answering services as part of its platform. Their unified system connects order management, delivery logistics, and customer communications to create a streamlined workflow for catering businesses of all sizes.
Why Choose It
If you already use ezCater, their answering service integrates perfectly with their ordering and management system. It handles inquiries, changes, and support seamlessly.
Pricing
Pricing depends on your overall use of the ezCater platform. Contact them for details on the answering service component.
Overview
Caterease offers complete catering management software with an integrated answering service. Their comprehensive solution includes event planning tools, inventory management, staffing coordination, and client communication, all in one platform for maximum efficiency.
Why Choose It
For caterers already using Caterease, their answering service fits perfectly into existing workflows. It handles inquiries, bookings, and changes directly within your management system.
Pricing
Caterease offers custom pricing based on your operation's size and needed features. Contact them for a personalized quote.
When choosing the best answering service for catering companies, look at integration capabilities, industry expertise, customization options, and scalability. The right service becomes an extension of your brand, boosting customer experience and directly contributing to your growth.
The answering service you pick can make or break your catering business's communication strategy. A great provider elevates your customer experience; a bad one damages your reputation. Here's what really matters when evaluating options:
Look for services that connect with your CRM, scheduling, and order management platforms. Providers that integrate with catering software like ezCater or Caterease significantly improve accuracy and capture more opportunities. This integration should allow data to flow automatically, cutting manual entry and potential mistakes.
Catering isn't like other businesses. Choose a provider who understands event planning, dietary restrictions, and the urgency of catering requests. Custom scripts for your common scenarios, including emergency protocols and escalation paths, ensure consistent, quality interactions with customers.
In catering, missed calls mean missed business. Verify the service offers true 24/7/365 availability for after-hours inquiries and last-minute changes, system uptime exceeding 99.9%, and solid backup plans for peak seasons and unexpected problems.
Your answering service is the voice of your brand. Professional, knowledgeable call handling isn't optional. Evaluate training and quality monitoring processes (look for staff-to-QA ratios around 1:15-20), sample calls to check if tone and language match your brand, and multilingual support if your clientele needs it.
Beyond basic answering, prioritize services with appointment and order booking capabilities, custom scripts for consistent handling, call transfer for urgent or VIP requests, secure message taking for sensitive event details, outbound confirmation calls to reduce errors, SMS and email integration for quick follow-ups, and mobile app access for real-time notifications to staff on-site.
Understanding the various types of answering services available can help you select one with the relevant features for your catering business. Consider the best communication options for your clients, such as whether to use an answering service vs live chat, to ensure you meet their preferences.
Catering involves sensitive data (credit cards, dietary information). Ensure the provider follows relevant standards like GDPR and PCI DSS. Review their data security, encryption, and incident response plans.
Look for transparent reporting on key metrics such as response times (industry leaders answer 98% of calls within 15 seconds), first-call resolution rates, and customer retention rates (aim for above 90%). Set up ongoing customer feedback to continuously improve service.
Compare pricing models (flat-rate vs. per-call/minute) and find plans bundling features relevant to catering. Check the provider's support channels and whether they offer 24/7 help for urgent issues. Flexibility to scale services up or down based on seasonal demand is particularly valuable for catering businesses.
The right service feels like a natural extension of your team, handling everything from basic questions to complex event discussions with skill and professionalism.
Even the best answering service can fail if implemented poorly. Here are the critical mistakes to avoid:
"Surely a catering call center is staffed with dedicated, long-term employees who care about selling your catering services? Poppycock! ... On what planet will a ten-dollar-an-hour call center employee pull that off? Never!"
Choose a specialized service with staff trained in hospitality and relationship building. Consider routing complex inquiries or VIP clients directly to your in-house team.
Picture this: A corporate client calls to make a last-minute menu change. The answering service responds, "I'll have to get back to you." This delay creates frustration when quick action is essential.
Build comprehensive resources for your answering service—including menus, scripts, policies, and clear escalation paths. Schedule regular updates to keep information current.
"As Forbes notes, more and more customers value experience over cost, so it's more important than ever to make sure that customer service for catered events is at a high level."
Set clear communication protocols and expected response times. Regularly monitor calls for tone, clarity, and professionalism.
Use integrated CRM systems accessible to both teams for real-time updates. Schedule daily handover reports during busy seasons to keep everyone aligned.
"The employee did a terrible job with the call for an event for 200; not enthusiastic. ... Did not know how to build rapport, suggestively sell, educate, or close."
Train the answering staff in subtle upselling and menu education. Develop conversational scripts that sound natural, not robotic. Consider incentives based on client satisfaction and upsell success.
By avoiding these mistakes, you'll get much more value from your answering service investment and deliver consistently excellent client experiences. Remember, the goal isn't just answering phones—it's making every interaction strengthen your brand.
The right answering service turns customer communication from a weakness into a strength for catering businesses. By providing 24/7 availability, handling complex inquiries with expertise, and connecting smoothly with your systems, these services solve the unique challenges caterers face.
Choosing the best answering service for catering companies is critical. Look for customizable scripts, thorough training in catering terminology, and the ability to handle last-minute changes. The best answering services do more than answer calls—they manage orders, schedule appointments, and support communication across multiple channels.
When done right, these services build your reputation, streamline operations, and grow your business. Caterers consistently report fewer missed calls, higher booking rates, and happier customers who appreciate professional, responsive communication.
Ready to stop missing calls and start growing your catering business?
Visit Goodcall today to see how our specialized answering services can help you serve more clients while reducing stress on your team.
How much does an answering service cost?
An answering service typically costs between $0.75 to $1.50 per minute or $50 to $300+ monthly, depending on features and usage.
What is the best answering service for small businesses?
The best answering service for small businesses is Ruby, known for professionalism, live virtual receptionists, and integration options.
Do answering services still exist?
Yes, answering services still exist and are widely used, especially by medical, legal, and small businesses for 24/7 support.
How do I set up an answering service business?
To set up an answering service business, you need a business license, call center software, trained agents, and a marketing plan targeting niche industries.