Proposal and Quote Follow-Up for Restaurants
Done-for-you proposal and quote follow-up for restaurants. Chase catering quotes, private events, and vendor proposals on a schedule, in your voice.
Where this sits
Layer 3 of the AI Operating System: done-for-you workflows that produce real artifacts.
You run a restaurant. Quotes for catering, private dining, holiday parties, and corporate lunches go out fast, then sit. The host is waiting on three other venues. The corporate buyer is comparing five menus. If nobody follows up by Thursday, the booking goes somewhere else.
Most kitchens and front-of-house teams do not have a person whose job is chasing proposals. The manager sends a quote between services, then forgets. The owner remembers at 11pm. By then the lead is cold.
The AIOS handles this layer for you. It watches every quote and proposal that leaves your inbox, follows up on a schedule in your voice, and tells you the moment a guest is ready to confirm. You answer the ones that matter. The rest get chased without you lifting a finger.
Where this sits in your AI Operating System
This page covers a Capability inside your AI Operating System. Capabilities are the done-for-you workflows that do the actual work of drafting, routing, summarizing, and following up. Proposal and Quote Follow-Up sits alongside the other three layers:
- Context: the system knows your menus, minimums, deposit terms, blackout dates, and how you talk to guests.
- Connections: it reads from your inbox, calendar, and booking or CRM tool so it works from live quote data, not a copy.
- Capabilities: this workflow. Drafts the follow-up, sends on cadence, escalates hot replies, closes out dead leads.
- Cadence: the chase runs on its own schedule, mornings before service and afternoons between shifts, so nothing rots over a weekend.
What “done” looks like
Here is the artifact you get and the service level it runs at.
- Every outgoing proposal or catering quote is logged automatically with guest name, event date, party size, and quoted total.
- Follow-up sequence: nudge at 48 hours, second touch at 5 days, final check at 10 days, then a soft close at 21 days.
- Each message is drafted in your voice, references the specific event, and includes your booking or deposit link.
- When a guest replies, the thread is flagged in under 60 seconds and surfaced to the manager on duty.
- Hot replies (ready to book, asking for contract, requesting deposit invoice) are routed to a human the same business hour.
- Weekly report every Monday: quotes out, replies in, bookings confirmed, dollars in pipeline, dollars closed, dollars lost and why.
How we install it
Installation runs in three phases. You stay in charge the whole time.
- Audit (free, about 10 minutes). We look at how quotes leave your restaurant today, what your average follow-up gap is, and where bookings are leaking. Run the audit.
- Install (10 business days). We connect your inbox, calendar, and booking tool, capture your voice from past quote threads, build the follow-up sequence, and dry-run it on real leads before it goes live.
- Operate (ongoing). The Capability runs every day. We add one new automation per week, tune the cadence based on reply rates, and send the Monday report. See plans.
Expected results
Real ranges, based on restaurants we have installed this for. Your numbers will depend on quote volume and average ticket size.
- Follow-up response time drops from 2 to 5 days down to under 48 hours, every time.
- Quote-to-booking conversion typically lifts 15 to 30 percent in the first 60 days, driven entirely by not letting threads die.
- Manager time spent on chasing drops from 4 to 8 hours per week to under 30 minutes of review.
- Pipeline visibility: you know on any given Monday what is hot, what is cold, and what is worth a personal call.
- Standing guarantee: across your full AIOS we recover 40 or more hours a month for your team, or we keep working free until we do.
Frequently asked questions
Will the follow-ups sound like a robot wrote them?
No. We train the drafts on your past quote replies, so the tone matches how your manager or owner already writes. You approve the templates before anything goes live, and you can edit any draft in flight.
What if a guest replies with a question we cannot answer over email, like a custom menu request?
The system flags it as a human-needed reply and routes it to whoever you nominate, usually the events lead or general manager. The chase pauses until a person responds, then the cadence picks back up.
Do we have to switch booking systems or CRMs?
No. The Connections layer plugs into what you already use. If you run quotes out of a shared inbox, a spreadsheet, or a dedicated events tool, we work from there. The goal is the simplest reliable workflow, not new software.
Ready to see where your AIOS stands?
Score your AI readiness across the Four Cs in about 10 minutes. We send the audit and the three highest-leverage automations for your business.