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AI agent for catering managers

Proposal Revision Loop Agent

Keep every revised quote at or above the target margin and fully documented.

Budgets and moneyOperationsHospitality and eventsManagement
See how it worksGet access
Proposal Revision Loop Agent: what goes in, what the agent does and what you get

What it does

A client changes the menu four times, adds twenty guests and swaps the dessert, and by the final quote the margin has fallen from 35 to 22 percent without anyone noticing. For each change request the agent updates the menu and the quote, recalculates ingredient cost, labor and rentals, and shows the effect on price and margin. If the margin falls under the target, it proposes substitutions that keep the feel of the menu, such as a different cut or side, or a price adjustment, and re-runs the numbers until the target is met or no option remains. It keeps a change log with date, request and cost effect, so that disputes are easy to settle. The manager approves each revised quote before it goes to the client. Edge case: a request that changes the staffing level.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Client sends a change request 2 DOES Update the menu and guest count in the quote 3 USES A TOOL Recalculate food, labor and rental costs 4 DOES Calculate the price and margin 5 CHECKS THE RESULT Is the margin at or above the target of 30 percent? If not: propose substitutions or a price change andrecalculate. Back to step 2. 6 DOES Add the change to the log with its cost effect 7 DOES Compare the new quote with the last version and listdifferences 8 YOU APPROVE Manager approves the revised quote 9 USES A TOOL Prepare the quote for the client 10 CHECKS THE RESULT Does every difference in the quote match the changelog? If not: correct the quote or the log. Back to step 6. 11 RESULT Quote ready to send
Read the steps as a list
  1. Client sends a change request
  2. Update the menu and guest count in the quote
  3. Recalculate food, labor and rental costs
  4. Calculate the price and margin
  5. Is the margin at or above the target of 30 percent?If not: propose substitutions or a price change and recalculate. Back to step 2.
  6. Add the change to the log with its cost effect
  7. Compare the new quote with the last version and list differences
  8. Manager approves the revised quoteThe agent waits here for your OK.
  9. Prepare the quote for the client
  10. Does every difference in the quote match the change log?If not: correct the quote or the log. Back to step 6.
  11. Quote ready to send

How it decides

Each change is costed in full. If margin is below target, substitutions are tried from least to most visible to the client until the margin is met or the manager decides.

  • Target margin is 30 percent unless the manager sets another
  • Try substitutions before raising the price
  • Limit substitutions to 3 per revision
  • Recalculate staffing when guest count changes by more than 10 percent

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Margin target (default 30 percent)
  • Substitution rules
  • Staffing ratios
  • Quote template
  • Maximum substitutions per revision

What keeps you in control

It always asks you first

  • Manager approves every revised quote before it is sent
  • Manager approves price changes and substitutions

Hard limits

  • Never send a quote to the client
  • Do not drop below the minimum margin without approval

It stops when

  • Done: quote at target margin and approved
  • Stop: no combination meets the target, return the options to the manager

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensThe client adds 20 guests and swaps salmon for beef. The new cost is $41 per guest, and the margin falls from 33 to 24 percent. The agent proposes beef short rib instead of tenderloin and a $3 per guest price rise. The recalculation gives 31 percent. The change log shows 4 entries. The manager approves the quote and sends it.

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