Order list
Each event is a ClickUp task with menu, guest count, date, venue and delivery contact.
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Sample projectFood and catering
Catering orders that turn into a prep list and an invoice
A catering business receives event orders through a form and wanted the kitchen, delivery team and invoicing to work from the same order.
An illustrative project showing how we would connect these tools. Names are fictional.
The challenge
Where the time was going
- Event orders were copied from chat into a spreadsheet, then re-written on a whiteboard for the kitchen.
- Invoices were drafted after the event, which delayed payment.
- Changes to guest numbers rarely reached the kitchen in time.
The goal
One order drives the prep list, delivery task and invoice, and any change updates everyone.
How it flows
From the first trigger to the last step
Each step hands over to the next with no copy and paste in between.
- 1Order submittedJotform
- 2Task createdClickUp
- 3Kitchen alertedSlack
- 4Invoice draftedXero
What we built
The pieces of the setup
Prep and delivery tasks
Subtasks for prep, packing and delivery are created from the menu, with due times counted back from the event.
Kitchen channel
A Slack channel gets every new order and every change to guest count or date.
Deposit invoice
A draft invoice is created in Xero for the deposit as soon as the order is confirmed.
Automations
What runs on its own
4 automations, each one a simple "when this happens, do that".
| # | When | Then |
|---|---|---|
| 1 | An order form is submitted | An event task with prep and delivery subtasks is created. |
| 2 | The order is confirmed | A deposit invoice is drafted in Xero. |
| 3 | Guest count or date changes | The kitchen channel is notified with the old and new values. |
| 4 | The day before an event | A prep summary is posted to the kitchen channel. |
- Automation 1
When
An order form is submitted
Then
An event task with prep and delivery subtasks is created.
- Automation 2
When
The order is confirmed
Then
A deposit invoice is drafted in Xero.
- Automation 3
When
Guest count or date changes
Then
The kitchen channel is notified with the old and new values.
- Automation 4
When
The day before an event
Then
A prep summary is posted to the kitchen channel.
Day to day
What changes day to day
The kitchen works from the task list instead of a whiteboard.
Deposits are requested when an order is confirmed.
Last-minute changes are visible to everyone at once.
Related services
How we would deliver this
A project like this uses the services below.
More sample projects
Keep exploring
Other illustrative projects. Names are fictional.
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