How to take corporate lunch orders from offices by phone
Sado AI team · · 4 min read
In short
For a kitchen that delivers lunch to offices every day, the phone routine is simple: send the menu the day before, take orders in the morning until a fixed deadline (for example 10:30), and for each order record the office, contact person, portions, menu option, special requests and delivery time, then read it back. Regular offices that haven’t ordered by the deadline get a short call. With each day’s count recorded, checking the monthly bill with the office is easy.
How corporate lunches work
A kitchen or caterer delivers set lunches every day to offices of 10–60 people. The office manager asks the staff in the morning and calls in the number of portions. Every office does this at about the same time, between 9:30 and 10:30. In that hour the phone never stops, and one wrong number means ten portions too many or too few.
Payment is usually under a contract, by bank transfer at the end of the month. So every day’s count must stay on record.
The morning order: 6 questions
- Which office and who’s calling: the company name and the contact person.
- How many portions.
- Which option: for example, soup and main, a diet or meat-free lunch, and how many of each.
- Special requests: not spicy, no bread, packed separately.
- Delivery time and place: floor, security desk, whether a pass is needed.
- Read back and state the rule: “Today 14: 11 regular, 3 meat-free, for 12:30. Changes until 10:30.”
A daily timetable: an example
| Time | What happens |
|---|---|
| 18:00 the evening before | Tomorrow’s menu goes to the offices’ Telegram group |
| 09:00–10:30 | Orders are taken |
| 10:15 | Calls to regular offices that haven’t ordered yet |
| 10:30 | Orders close; the kitchen gets the final count |
| 12:00–13:00 | Delivery |
The times are only an example. What matters is one deadline for every office, kept every day.
Sample call: an office that hasn’t ordered
Sado: Assalomu alaykum, this is Malika from Ish Tushlik kitchen. Is that Gulnora at Navo Logistics?
Caller: Yes. Oh, I forgot to order today.
Sado: No problem, there’s still time. How many portions today?
Caller: Twelve. Two of them meat-free.
Sado: Okay: ten regular, two meat-free. As usual, for half past twelve, third floor. Is that right?
Caller: Right. One colleague will be late, so pack his separately.
Sado: One packed separately, noted. Thank you, enjoy your lunch!
How to cut mistakes
- One contact per office: only they place or change the order.
- Always read the number back, split by option.
- Handle changes after the deadline with a rule set in advance, for example “you can add portions, not remove them”.
- Record each day’s count: at month end, “we ordered 12, not 15” is settled by the call recording.
Handing the morning calls to an AI operator
Even in the 9:30–10:30 rush, Sado’s AI operator answers each call in about a second and talks with more than ten offices at once. It asks your questions and records the answers (office, count, option, time) as separate fields. You download the results from the portal to Excel or see them in Bitrix24. More: AI phone operator for delivery.
At 10:15, upload the regular offices that haven’t ordered yet to the Auto-calls section as an Excel file (or your software sends them by API), and the operator calls them. List only offices that agreed to these calls. A number that says “don’t call” isn’t called again: AI outbound calls. Try it live or call 78 778 01 23.
Questions
What if an office calls after the deadline?
State your rule. If the kitchen can manage, take the order and give an honest time; if not, book it for tomorrow. Give the same answer every time.
Won’t a call every morning annoy the office?
Call only offices that agreed, and only on days with no order. Keep it under a minute. If an office says “don’t call”, take it off the list.
How do we check the monthly bill with an office?
With each day’s count recorded, you build a monthly table and send it to the office. In Sado every call has a recording and answers you can download to Excel.