How to Take Online Catering Orders for Your Restaurant

Expanding into online catering can unlock a significant new revenue stream for small and independent restaurants. Many restaurateurs focus on dine-in and standard takeout, overlooking catering – even though catering orders are often much larger and in high demand. In this guide, we’ll explain why online catering is a growth opportunity you shouldn’t miss, how to set up a digital catering menu, ways to promote your catering services to businesses and local groups, and how to manage payments and deliveries smoothly. The goal is to provide practical, supportive advice to help your restaurant grow through catering, with tips on using the right tools (like Sauce) to simplify the process.

Why Online Catering Is a Missed Opportunity for Many

Catering = Big Orders and Growth Potential: Catering isn’t just a nice extra – it’s a sizable chunk of the food service business that many small restaurants haven’t tapped into. Industry stats show that catering accounts for about 11% of total food service revenue and has seen double-digit growth recently. Importantly, catering orders tend to be massive compared to regular tickets – often 10× larger – and **72% of restaurants say offering catering increased their overall revenue. In other words, if you’re not offering catering, you could be leaving a lot of money on the table.

Customer Demand for Convenience: Today’s customers expect convenience and speed, even for large orders. In fact, 75% of catering orders are placed online (via mobile or desktop) now, meaning most people looking for catering want to do it digitally. If your restaurant isn’t set up to accept online catering orders, those potential clients may never find you or bother calling. As one catering expert put it, modern customers “expect to buy online and have their food dropped off” for group orders. Restaurants that only take catering requests by phone or in-person are at a disadvantage when busy office managers or event planners go googling for an easy online option.

Underserved Corporate and Community Needs: Many independent restaurants assume catering is only for big chains or specialized caterers, but there’s strong local demand. Corporate catering is booming – about 80% of companies order catering for employees at least monthly, and over half plan to increase catering spend year-over-year. Community events, clubs, schools, and sports teams also frequently need catering. If you don’t advertise and enable online ordering for these opportunities, nearby businesses and groups might default to the large chains or third-party caterers. Simply put, online catering is a growth channel that too many small restaurants are missing out on. The good news is that with the right approach, you can capture this demand and boost your bottom line.

How to Set Up a Catering Menu Online

Setting up an online catering menu is a critical first step to start capturing those big orders. It’s more involved than just posting your regular menu online – you’ll want to tailor it for group needs and ensure your ordering process can handle the special requirements of catering.

Design a Menu for Groups: Begin by crafting a catering-specific menu that suits large groups and events. This usually means offering platters or family-style trays, combo packages (e.g. sandwich platters with sides), and bulk portions rather than individual meals. Consider what your restaurant does best and how to package it for 10, 20, or 100 people. For example, you might offer a “Office Lunch Package” that feeds 10, including an assortment of mains and sides, or half-pan and full-pan sizes for pasta, salads, etc. Also think about dietary needs – include some vegetarian or gluten-free options if possible, and clearly mark items that contain common allergens. Having a separate, dedicated catering menu (distinct from your normal dine-in menu) not only makes ordering easier, it “makes you look legit in the eyes of the customer” expecting a professional catering service.

Choose the Right Online Ordering System: Not any old online form will do – catering orders have complexities like scheduling ahead, minimum quantities, and special instructions. Ideally, use an online ordering platform or software (such as a catering module in your restaurant POS, or a service like Sauce) that is built for handling catering. Make sure your system supports key catering features like:

• Advance scheduling and lead times: Customers should be able to order for a future date and time (e.g. next week’s meeting), not just ASAP. You may also want to enforce a cutoff (e.g. no orders with less than 24 hours’ notice) – your software should allow setting such rules.

• Customizable menus and items: It should let you create a special catering menu with optional add-ons or portion selections (for instance, choosing salad dressing or sandwich types in a platter).

• Group-specific details: Ability to capture number of guests, event type, or dietary requests during checkout so you get all the info needed for a big order.

• Multiple payment options: The system should handle large transactions securely and possibly support non-credit-card payments (some corporate clients might pay by invoice or on account).

• Customer accounts and order management: Repeat customers appreciate having an account to save past orders or quickly re-order their favorite packages. On your side, being able to approve or adjust orders before final confirmation is useful, especially for very large requests. (For example, one caterer chose a specialized system because standard restaurant apps didn’t allow setting available dates/times or manual approval – features that catering operations need.)

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When setting up your digital menu, include enticing descriptions and photos for each catering item. Make it clear how many people each item serves, and list what’s included (e.g. “Includes plates, cutlery, and serving utensils” or “Choose 3 flavors: …”). Test the ordering process from a customer’s perspective – is it easy to navigate, and can they complete an order without confusion? A user-friendly online menu that’s optimized for both desktop and mobile will reduce phone calls and make it convenient for clients to do everything online. In fact, restaurants that put their catering menus online report huge time savings (one business owner cut order processing time by 80% by moving to online orders), because staff aren’t tied up on the phone answering basic questions. Invest the effort upfront to get your online menu and system right, and it will pay off by enabling you to handle more (and bigger) orders with less hassle.

Promoting Catering to Corporate and Local Events

Once your catering menu is online and ready, the next challenge is letting potential customers know about it. Marketing your catering services requires a mix of online and offline tactics targeted at the audiences most likely to need group orders – namely, corporate clients and local community groups/events.

Optimize for Local Search: Many catering orders start with a simple Google search (“caterers near me” or “office lunch catering in [Town]”). Ensuring your restaurant appears in those searches is crucial. Start by updating your Google Business profile (formerly Google My Business) with a “Catering” category or mention, so that you show up in local catering searches. Maintain up-to-date info and encourage good reviews – a strong Google listing builds credibility. Likewise, make sure your website’s SEO targets catering keywords (e.g. “catering in [Your City]”) and that you’re searchable on Yelp and other directories under catering services. As one restaurant owner noted, catering is often a “one-way street” – the opportunity comes when the customer is actively looking for a caterer, so you need to be easily found at that moment. Consider running localized Google Ads for terms like “office catering [City]” or promoting seasonal catering (e.g. “Super Bowl party catering”) to capture event-based searches.

Leverage Social Media and Email: Promote your catering options on the channels you already use to engage customers. Facebook and Instagram are great for showcasing mouthwatering photos of your party platters or successful events you’ve catered. You can run targeted ads on social platforms aimed at business owners or event planners in your area. Don’t overlook LinkedIn for corporate catering – a lot of office managers and admins (who handle team meal orders) can be reached there. Setting up a LinkedIn page for your business and posting about your catering offerings can put you on the radar of companies nearby; some caterers even use LinkedIn’s ad tools to specifically reach corporate clients. Additionally, use email marketing to turn your existing customer base into catering clients. For example, send an email to your regular takeout customers announcing your new catering menu (“Got an upcoming meeting or party? Let us cater it!”) and perhaps include an introductory discount. Many people won’t know you offer catering unless you tell them, so spread the word in all the channels you have.

Direct Outreach in the Community: Especially for corporate catering, sometimes old-fashioned networking and relationship-building can win you loyal clients. Identify offices, hospitals, schools, or local businesses that could need catering. A proven tactic is to drop off free sample platters along with your catering menu and business card to introduce your food. For instance, you might deliver a tray of pastries to a nearby real estate office or some sandwiches to a doctor’s clinic waiting room – the goodwill (and delicious food) can turn into an order for the next staff luncheon. One restaurant did this with a medical office and soon received an $850 catering order from them for a holiday event. It’s also wise to make friends with the “gatekeepers” like administrative assistants, who often organize office meals. Let them know you can handle large orders and give them a small incentive to try you out (like a first-time discount or extra dessert included).

Think about community events as well: are there local sports tournaments, cultural festivals, church gatherings, or charity events that need food? Getting your foot in the door as a preferred vendor for these can lead to recurring business. Sometimes city parks or event venues have lists of approved caterers – find out how to get on those lists if applicable. The key is to be proactive and network within your community, so that when someone needs catering, your restaurant is top-of-mind.

Promote Catering to Your Regular Customers: Don’t forget that some of your best catering leads are the people who already love your food. Make sure every dine-in and takeout customer is aware you offer catering. Place signs or table tents in your restaurant about catering services, mention it on receipts, and add a note on your website and social media bios (“We cater events large and small!”). If you deliver regular orders, include a flyer about catering in the bag. The FoodStorm catering team suggests even using your packaging – for example, print “Ask us about catering for your next event” on your coffee cups or napkins, so fans of your café know they can order big with you. Many customers won’t realize you can handle large orders or special events unless you explicitly advertise it, so make your catering capability highly visible.

By combining these efforts – strong online presence, social media outreach, community networking, and in-store promotion – you’ll build awareness of your catering. Over time, this consistent promotion will position your restaurant as a go-to source for office lunches, holiday parties, and all sorts of group dining needs in your area.

Handling Payments and Delivery Logistics

Winning a big catering order is fantastic – now you need to execute it smoothly. Handling payments and delivery for catering can be more involved than a typical takeout order, but with proper planning (and digital tools to help), you can ensure everything goes off without a hitch.

Streamline the Payment Process: Catering orders often involve higher dollar amounts, so it’s important to make payment easy and secure for customers. First, decide on your payment policy – many restaurants require a deposit (e.g. 20-50%) upfront for very large orders or events, with the balance due on the day of delivery. If you do require deposits or have cancellation fees, communicate those clearly on your catering ordering page or proposal. Your online ordering system should be able to accept major credit cards and digital payments seamlessly as part of the checkout. For corporate clients, consider offering alternative payment methods: some companies prefer to be invoiced or pay by check/ACH for large catering jobs. Modern catering software can support multiple payment options including credit cards, corporate accounts, or even deferred payment on invoice – make sure to enable the options that fit your clientele. Security is crucial too; use a platform that encrypts payment info and protects customer data so clients feel confident making large transactions online. Finally, automate receipts and invoices: send a confirmation email that serves as a receipt, and if needed, provide a formal invoice for corporate accounting departments. Streamlining payments in this way reduces back-and-forth and lets you get paid faster, while giving customers a hassle-free experience.

Plan Out Delivery Details: Delivery for catering can be complex, especially if you’re sending out large orders or multiple orders in one day. Start by setting clear delivery parameters on your online ordering interface – for example, what geographic areas you deliver to (with any distance-based fees), and available delivery time slots. Many catering orders will specify a tight delivery window (e.g. “deliver by 11:45 AM before the meeting starts”), so ensure you have scheduling tools to manage these commitments. It’s wise to build in a buffer for yourself; if possible, only offer a couple of catering delivery slots per hour so you don’t overbook the kitchen or drivers.

Using technology for delivery logistics can save you a lot of headaches. Routing and dispatch software helps optimize delivery routes and timing if you have multiple drop-offs. For instance, you can use a delivery management tool (or the features in a platform like Sauce) to assign drivers to each catering order, group deliveries that are near each other, and provide drivers with GPS routing. These kinds of delivery dispatch tools allow real-time tracking and updates, so you and the customer know exactly when the food is en route and arriving. Many customers appreciate the ability to track their big order on a map, just like they would with a small delivery. If you don’t have in-house drivers, consider partnering with a third-party courier service that specializes in catering or large orders – some on-demand delivery providers can handle large volumes or offer vans for big orders. Be sure to coordinate arrival times carefully, especially for business clients who may have meetings scheduled.

Maintain Food Quality and Presentation: Another logistic aspect is packaging and setup. Use sturdy, insulated packaging to keep food at the right temperature during transport. Label everything clearly – include the client’s name, contents, and any special notes (like “Vegetarian” or “Contains Nuts”) on each package. This way, when you drop off the order, the organizers can quickly identify what’s what, and there’s less risk of a mix-up (crucial for dietary restrictions). For very large spreads, some restaurants send staff to help set up chafing dishes or serving stations; if that’s something you offer or charge extra for, outline it on your catering info page. Even if it’s just a drop-off, presentation matters. Branded boxes or neatly arranged trays (instead of random foil pans) can make a difference – as one caterer learned, clients do “eat with their eyes,” and professional presentation can impress them as much as taste. Make sure to pack essentials like serving utensils, plates, and napkins if you advertise that they’re included.

Finally, always build in some follow-up and contingency planning. Have a contact number for the customer and for your driver on the day of delivery in case anything changes. Send automatic notifications when the order is on its way, so the client knows it’s coming. If possible, buffer your delivery times to account for traffic or unexpected delays. By carefully organizing the payment and delivery steps – and utilizing software to automate notifications, routing, and tracking – you’ll be able to deliver large orders reliably. This reliability is what will turn first-time catering clients into repeat customers.

Conclusion: Embrace Catering as a Growth Channel

For a small restaurant operator, adding online catering might feel like a big step, but it’s one with high rewards. With catering contributing a substantial share of industry revenue and demand on the rise, moving into this space can significantly boost your business’s growth. The key is to approach it systematically: set up a customer-friendly online catering menu, promote it actively to the right audiences, and manage the fulfillment details with the help of modern tools.

Platforms like Sauce can be a game-changer in this process, by providing custom catering order workflows and delivery dispatch integrations that take much of the manual work off your plate. Instead of juggling phone orders, spreadsheets, and ad-hoc delivery plans, you can let an all-in-one system handle the heavy lifting – from capturing detailed orders to assigning drivers – so you can focus on cooking great food and building customer relationships.

By offering convenient online ordering and reliable service, your restaurant can become the go-to caterer for offices, events, and celebrations in your community. You’ll not only unlock new revenue (from those 10x larger orders), but also deepen loyalty with clients who appreciate the convenience. In short, online catering isn’t just an add-on – it’s a growth channel waiting to be tapped. With the strategies and best practices outlined above, you’re ready to take online catering orders and watch your restaurant’s reputation and revenue reach new heights.