The Welcome Table

Challenge

The Welcome Table (a social enterprise of St Francis Social Services) was working across multiple disconnected systems, including Salesforce, Xero, Outlook, Mailchimp and website forms.

The quoting and fulfilment process relied on numerous manual steps, with information shared between teams at different stages. This created duplication of effort and increased the risk of delays as orders moved between sales, kitchen and finance functions.

With a goal to significantly grow the catering business, there was an opportunity to improve and strengthen these business processes. Another goal was to provide visibility of key performance metrics such as order progression and invoicing status, to better support planning and reporting.

Solution

Blaze Your Trail expanded the use of Salesforce from Fundraising to Catering. A key feature of this is a screen flow that standardises the journey by capturing event details, dietary needs, and automatically generating linked Quotes and Opportunities.

A Zapier multi-step integration was implemented to automatically generate a Xero invoice and attach a PDF copy back on the Salesforce record. This integration means that the catering and kitchen team can see the status of all orders, without access to the accounting system. 

A custom Catering Job object was built to serve as a digital job sheet. With a single click, staff can email a two-part run sheet—a black-print copy for the Kitchen and a blue-print copy for Drivers—containing all necessary event and delivery instructions.

Benefits

Reduced Administrative Overhead
The new quoting process allows for the rapid generation and syncing of complex orders. By autonomously handling invoice reconciliation and order generation, the system drastically reduces the time the administrator spends managing data.

Flawless Cross-Departmental Coordination 
The solution acts as a state-of-the-art digital "Pass." When an order is entered, the system simultaneously transmits the ticket to the Chefs, the delivery docket to the Drivers, and the bill to Finance, ensuring the kitchen starts cooking without the administrator ever needing to leave the floor.

Real-Time Analytics & Scalable Foundation
Management now has instant visibility into organisational performance through a central Catering Dashboard that tracks revenue and orders. This fully integrated digital ecosystem establishes a robust foundation to support their 15% Year on Year growth targets.

In their own words..

“This project has been a game changer for us, improving efficiency, confidence and visibility across our entire ordering process. Thanks for your strategic approach to solutions, proactive support and collaborative mindset, we’re so happy with the outcome"

Janine Hoffman


Social Enterprise Lead
The Welcome Table