See how it worksEvery task, matched to the right chef
Make Strawberry Shortcake
Maria López✓ Assigned
Scaled Prep Management System
Streamline your catering operations.
Prep Smarter. From Order to execution.
Most catering software help with sales or cost of the event. Scaled helps your team execute it.
Scaled turns every order into a connected, timed prep plan—coordinating menus, recipes, staffing, payroll, communications, purchase ordering, equipment checklists, and customer changes in real time.
Prep smarter · From order to execution
Revolutionary prep management,
powered by AI
Patent-pending prep management technology that automatically turns approved orders into timed, organized kitchen work. The moment you approve an order, Scaled builds the plan: what to make, for how many, on which day, and by which chef.
One task, grouped for every event that needs it
Corporate lunch
Ashford wedding
Garden party
Honey Dijon Vinaigrette3 → 1 task
The quantities are
always right
40 guests
120 guests
The Problem
The catering business can be tricky.
A catering kitchen runs on a hundred moving parts: every week is different. Multiple orders, special menu requests, dietary restrictions, and once it is all organized there are last-minute changes.
Determining prep timing, staffing/equipment needs, recipe scaling and purchase ordering is a challenge that takes a lot of time. Not to mention catering tends to go through slow periods and very busy periods with more requests than can be booked, so maximizing profits during busy times requires organization.
The real problem is not any one of these issues, it is having no single system to hold them together.
WITHOUT A SYSTEM
- Orders scattered across email, spreadsheets, and paper
- Prep planned from memory, sticky notes, and text messages
- Changes that get made and then lost
- Tasks, allergies, and equipment that slip through
- Slow weeks, then too busy to take every booking
- Last minute hiccups, no time to adjust
- Staffing errors/missed client follow up
- Wasted time/money on organization and food costs
WITH SCALED
- Every order, client, and recipe in one connected system
- A smart prep plan built in a click of a button. Staffing needs automatically calculated.
- All menus and tasks saved in your library. Customize each order with ease. Allergy and special notes tracked.
- Every task timed and assigned, nothing forgotten for smooth BOH operations. Eliminate missed tasks
- Staff notified where to be and when. Changes and custom requests tracked and staff notified.
- Manage your team and get progress updates from anywhere.
- Know labor time/ costs at a glance.
- Accurate purchase ordering = More Profit/Less Waste
The core workflow
Five steps, from order to event
From taking the order to loading the truck, these five stages stay connected. Open any of them for the full detail.
01 Orders
Capture every catering event with its date, menu, service type, and client. Approve it and the rest of the platform springs into motion.
Explore orders
02 Patent Pending Prep Management Technology
Approved orders become a timed prep plan automatically: tasks batched, scaled to guest count, and assigned to your scheduled chefs.
Explore prep
03 Scheduling & Payroll
Build the week, assign the right people to each event, and track hours, tips, and time off, ready for payroll.
Explore scheduling
04 Purchasing
The prep plan rolls into a single organized ingredient order list, grouped by purchasing source, matching what the kitchen is scheduled to produce.
Explore purchasing
05 Equipment
A packing checklist builds itself for every on-site event, so the right gear leaves with the food and nothing gets left behind.
Explore equipmentOne approval, the whole chain
One approval starts the entire chain. Scaled builds the prep plan, purchasing list, and equipment checklist; sends client and staff confirmations; and connects assigned staff to the schedule. Define the event once, and prep, purchasing, staffing, and equipment all read from the same record.
Orders & Events
Every catering event, organized from the first call
- Changes? No problem. Change dates, times, guest counts, menu items, and Scaled reschedules the affected tasks automatically.
- Customize any menu item for a single order: add or remove its tasks for that event only, without changing your library.
- Assign staff from the order or the schedule, and both stay in sync.
- Automatic branded client email confirmations
Menu Items & Tasks
Build it once, use it for
every event
- Define a dish and its tasks once, then reuse it for every order.
- Each task carries its timing rules, required chef ability, and prep time so your kitchen can run on an efficient time schedule.
- Update a menu item once, and every upcoming order that uses it updates automatically.
- Your menu library is what Scaled uses to plan prep and suggest the schedule.
Prep Planning
Your kitchen’s whole week, planned automatically
- Prep tasks generated automatically from every approved order.
- The same task across multiple events? Grouped into one batch, then assigned to a chef with the right ability and available hours. Optimize time and increase profits.
- Automatically time your work week. incorporate how far in advance a task can be completed, task dependencies, and reminders to pull items from the freezer
- Anyone with prep-list access can adjust the plan, move and reassign tasks. The system is Intuitive and learns your preferences, applying them to future prep lists
Auto-Shift Task Management
Make room for last-minute order requests with ease
- Pick the day to lighten, and Scaled lists every task that can move, each with a destination day and chef already chosen.
- Only tasks whose timing allows it move, and only to a chef who is scheduled, has the right ability, and has spare capacity.
- Shift one task or all of them at once. Grouped batches move together, and nothing applies unless the whole move fits.
Real-Time Progress Tracking
Know what is done, who did it, and when
- Chefs mark tasks done, and the board updates live.
- Overdue tasks are flagged, and an accidental completion can be unmarked.
- Every task’s actual time is tracked against the estimate, so you see real labor cost for pricing.
- See at a glance whether you have room to take on another last-minute booking.
Staff Scheduling & Payroll
Scheduling System Designed Specifically for Catering.
- AI Suggested Scheduling - Scaled suggests staffing from availability, role and chef ability, prep demand, hour limits, and time off, then you review, edit, or accept.
- Assign staff from the event or the schedule, both stay in sync, and get an alert when an event is missing required staff a week out.
- Staff clock in and out from any device, staff automatic notifications and reminders for scheduled shifts, request time off, and pick up eligible shifts.
- Track tips and reimbursements per person. Sync Payroll information with ease.
Purchasing
Turn your prep plan into an accurate purchasing list
- Built from the prep plan, a single order, or a date range, with room for added recipes and manual lines.
- Matching ingredients are combined across the window, scaled to the plan, and totaled in sensible units.
- AI parsed information -Download or create a recipe from anywhere- Grouped by where you buy: supplier, online source, farmers market, store, or your own category.
- If the plan changes, Scaled flags the list as out of date and regenerates it, keeping your manual lines.
Equipment & Packing
Pack the right gear, every time
- A company-wide equipment library, mapped to each menu item with quantities by guest-count bracket.
- Checklists built automatically from the approved menu, one clean line per item.
- Add manual items too, each line marked auto or manual, with a load-out checkbox.
- Review a whole busy weekend in one date-range view.
Pricing
One plan. Every feature. Pay
as you grow.
There are no tiers and no locked features. Scaled starts at $40 a month and
grows with your team and your locations. Drag the sliders to see your price.
Getting Started
We help you get set up
You are not left to figure it out alone. We help set up the foundation of your operation with you.
Guided onboarding
A setup wizard walks you through your branding, locations, and kitchen basics.
In-app support
Reach our team from inside the app whenever you need a hand.
Help and FAQ
Clear answers to the common questions, always a click away.
FAQs
Frequently Asked Questions
Most catering software helps you manage orders. Scaled goes further by automatically building your weekly prep plan from approved events, grouping tasks, assigning work, balancing workloads, and helping your kitchen stay ahead.
It is our revolutionary, patent-pending prep engine. It uses AI to suggest realistic prep schedules from staff availability, abilities, task timing, and order needs, merging the same task across events, scaling quantities to the guest count, and assigning each task to the right chef.
Yes. Scaled merges the same prep task across events, scales it to the combined guest count, and gives managers a live view of progress across all orders, teams, and dates, so you can even judge capacity for last-minute bookings.
No. Scaled is designed to be clean, user-friendly, and customizable to how your team already works, and every user can switch the interface to their preferred language, so kitchen, delivery, and event staff all work confidently.
Yes. Tasks are matched to each chef's skills, availability, and remaining time, and every task shows who completed it and when. Staff can also clock in and out from their phones, so hours are tracked automatically.
Both. Small teams get simple organization out of the box, while multi-location and enterprise operations get advanced scheduling, permissions, custom branding, and reporting. The system grows with your business.
Yes, every plan starts with a 14-day free trial, no credit card required. You can build real prep plans with your own orders before deciding.
Yes. Hours, tips, and reimbursements are tracked per event and compiled into a payroll report you can print or send to your accounting team. Automatic email and SMS updates keep staff and clients informed.