Top 5 Mistakes New Caterers Make (And How to Avoid Them)

Starting a catering business is exciting — but it also comes with a steep learning curve. From juggling client communications to managing menus and payments, there’s a lot on your plate (pun intended!). At Total Party Planner (TPP), we have worked with many caterers. We know what makes a launch easy or stressful.

If you are new to catering, here are the top 5 mistakes you might make. The right catering software can help you avoid these mistakes.

1. Relying on Spreadsheets and Emails for Everything

The Mistake: Many new catering businesses keep client details, menus, proposals, and payments in different tools. They use Excel sheets, email threads, and even sticky notes.

The Fix: An all-in-one catering software like Total Party Planner eliminates the chaos by centralizing your operations. TPP keeps everything in one place. This includes client communication, menu creation, and invoicing. You won’t have to worry about double entry or lost information anymore.

• Catering startup tip: Ditch the spreadsheets early. The sooner you adopt catering software, the easier it will be to scale.

2. Underestimating the Power of Professional Proposals

The Mistake: Sending plain-text proposals or unformatted PDFs can make even great menus look unpolished. This often leads to lost business.

The Fix: With TPP’s customizable proposals, you can show your brand in a professional way. You can add appealing menu visuals and automate follow-ups. This will increase your chances of getting the job.

• Bonus: TPP allows you to track when a client opens your proposal. Discuss smart follow-up timing!

3. Forgetting to Track Costs in Real Time

The Mistake: You quote a price, fulfill the event, and then realize your costs ate up your profit — sound familiar?

The Fix: With Total Party Planner, you can track food, labor, and rental costs as you plan your event. This helps you stay profitable from the beginning. That means no more guesswork regarding pricing.

• Pro tip: Avoid catering mistakes by knowing your numbers upfront — not after the event.

4. Overbooking or Missing Key Details

The Mistake: When you manage events by hand, it’s easy to double-book staff. You might forget equipment or miss important details. These mistakes can hurt the client experience.

The Fix: TPP’s calendar and event management tools give you a real-time view of your schedule, staffing, and equipment. You’ll have fewer surprises and more control.

• Pro tip: Use TPP’s built-in checklists and reminders so nothing falls through the cracks.

5. Waiting Too Long to Invest in Software

The Mistake: Many new caterers believe they should wait until they’re “established” to invest in software. In reality, the earlier you start with a system like Total Party Planner, the faster and smoother your growth.

The Fix: Start smart from day one. TPP caters to all levels of caterers and offers the flexibility to grow with your business. Plus, it helps you look like a seasoned pro — even in your first year.

• Catering software for beginners isn’t a luxury — it’s your secret weapon.

Ready to Avoid These Mistakes?

Starting a catering business is no small feat, but you don’t have to figure it all out the hard way. Total Party Planner gives you the tools to stay organized, look professional, and grow with confidence — right from the start.

👉 Want to see how TPP can support your catering business? Request a demo today!