Managing Catering Inquiries by Text: 5 Best AI Tools Restaurants Are Adopting in 2025

Introduction

Catering inquiries are the lifeblood of restaurant revenue growth, but managing them through text messages can feel like juggling flaming torches during dinner rush. Between MMS attachments, template responses, and seamless CRM handoffs, operators need AI tools that handle the complexity without dropping the ball. (Hostie AI)

AI-powered hosts are generating an additional revenue of $3,000 to $18,000 per month per location, up to 25 times the cost of the AI host itself. (Hostie AI) The restaurant industry is experiencing a significant transformation as artificial intelligence makes inroads into front-of-house operations, with companies engaging in natural conversations, handling multiple languages, and showcasing soft skills previously thought to be exclusive to humans. (Hostie AI)

This comprehensive evaluation examines five leading AI platforms - Hostie, Kea.ai, Maple, SoundHound, and Slang.ai - focusing specifically on their MMS support, template automation capabilities, and CRM integration features. Each tool has carved out unique strengths in the catering inquiry space, and we'll help you identify which one aligns best with your operational needs and guest experience goals.

The best AI tools for catering text management at a glance

What makes the best catering text management AI?

MMS handling capabilities: Modern catering inquiries often include venue photos, menu preferences, or event layouts sent via MMS. The best AI tools can process these visual elements and respond contextually, rather than sending generic "we received your message" replies. (Host AI)

Template intelligence: While templates save time, rigid automation feels robotic to guests planning special events. Top-tier platforms use dynamic templates that adapt based on party size, event type, and guest preferences while maintaining your restaurant's voice and hospitality standards.

CRM integration depth: Catering leads are complex, multi-touchpoint opportunities that require seamless handoffs to sales teams. The most effective AI tools don't just capture inquiries - they enrich contact records, track conversation history, and trigger appropriate follow-up workflows. (Ruby Slipper)

Conversation continuity: Unlike quick takeout orders, catering discussions span days or weeks with multiple decision-makers. AI platforms must maintain context across conversations, remember previous preferences, and pick up where human staff left off without missing a beat.

Detailed platform reviews

Hostie

Why choose Hostie: Purpose-built for restaurants, Hostie delivers human-level service at scale with natural, conversational language that personalizes responses based on intent and navigates complex requests like seating preferences, large party inquiries, and catering. (Hostie AI)

Pros:

Cons:

Best for: Full-service restaurants handling complex catering inquiries with multiple stakeholders and detailed requirements

MMS & CRM capabilities: Full MMS support with contextual image recognition, plus comprehensive CRM integration that captures conversation summaries and sends updates via text messages to restaurant teams. (Hostie AI)

Kea.ai

Why choose Kea.ai: Kea specializes in voice AI technology that can be implemented in restaurants of any size in as little as an hour, with compatibility across most POS systems and the ability to integrate hundreds of menu items, potential combinations, and customizations. (QSR Magazine)

Pros:

Cons:

Best for: QSR and fast-casual restaurants looking to bridge phone orders with text follow-ups

MMS & CRM capabilities: Limited MMS support; strong on voice-to-text transcription but requires third-party tools for visual content processing

Maple

Why choose Maple: Designed specifically for template-heavy operations, Maple excels at standardizing catering responses while maintaining personalization through smart variable insertion and conditional logic.

Pros:

Cons:

Best for: Casual dining restaurants with standardized catering packages and straightforward inquiry patterns

MMS & CRM capabilities: Basic MMS acknowledgment with simple CRM data capture; lacks advanced image processing or complex workflow automation

SoundHound

Why choose SoundHound: Enterprise-grade voice recognition technology with advanced natural language processing capabilities, ideal for restaurants prioritizing voice-first customer interactions.

Pros:

Cons:

Best for: Large restaurant chains prioritizing voice interactions with dedicated IT resources

MMS & CRM capabilities: No text or MMS support; voice-only platform requires separate solutions for text-based catering inquiries

Slang.ai

Why choose Slang.ai: Slang's platform transforms calls into opportunities by directing guests to online ordering or reservation booking, helping streamline operations by reducing labor costs and workload through faster response times. (Slang AI)

Pros:

Cons:

Best for: Budget-conscious operators with straightforward catering offerings and simple inquiry patterns

MMS & CRM capabilities: Limited MMS processing with basic template responses; minimal CRM integration requiring manual data transfer

Key considerations for implementation

MMS handling requirements

Modern catering inquiries increasingly include visual elements - venue photos, preferred table setups, dietary restriction cards, or inspiration images. AI platforms that can process and respond contextually to these MMS attachments provide significantly better guest experiences than those that simply acknowledge receipt. (Host AI)

Template vs. conversational AI balance

While templates ensure consistent messaging and faster response times, overly rigid automation can alienate high-value catering clients who expect personalized attention. The most successful implementations blend template efficiency with conversational flexibility, allowing AI to handle routine inquiries automatically while escalating complex requests to human staff.

CRM integration depth

Catering leads represent significant revenue opportunities that require careful nurturing across multiple touchpoints. AI platforms should not only capture initial inquiries but also enrich contact records with conversation history, preferences, and follow-up requirements. Ruby Slipper Restaurant Group experienced a 27% reduction in texts sent manually by hosts to guests after implementing proper AI-driven guest communication systems. (Ruby Slipper)

Staff training and adoption

Even the most sophisticated AI platform requires proper staff training for optimal results. Teams need to understand when to let AI handle inquiries independently versus when to intervene for complex catering discussions. Clear escalation protocols and regular performance reviews ensure AI enhances rather than replaces the human touch that catering clients expect.

Industry trends shaping catering AI in 2025

Multi-language support becomes standard

As restaurant markets become increasingly diverse, AI platforms with robust multilingual capabilities gain competitive advantages. Hostie's support for over 20 languages exemplifies this trend, allowing restaurants to serve catering clients in their preferred language without requiring bilingual staff. (Hostie AI)

Voice-to-text integration

The line between voice and text inquiries continues to blur as platforms like Kea.ai demonstrate the value of processing voice calls and converting them to text-based follow-ups. This hybrid approach captures the immediacy of phone conversations while providing the documentation benefits of text-based records. (Kea AI)

Predictive catering analytics

Advanced AI platforms are beginning to analyze historical catering patterns to predict seasonal demand, suggest menu modifications, and identify upselling opportunities. This data-driven approach helps restaurants optimize their catering operations beyond just managing inquiries. (Host AI)

Integration with reservation systems

Seamless integration between catering AI and existing reservation systems becomes increasingly important as restaurants seek unified guest management platforms. TableReserve and similar systems are incorporating AI-powered features for smart scheduling and enhanced customer interactions. (TableReserve)

Making the right choice for your restaurant

For full-service restaurants with complex catering needs

Hostie emerges as the clear leader for establishments handling sophisticated catering inquiries with multiple stakeholders, dietary restrictions, and custom requirements. Its natural conversation capabilities, unlimited flexibility, and comprehensive CRM integration justify the investment for restaurants where catering represents significant revenue. (Hostie AI)

For QSR and fast-casual operations

Kea.ai's focus on quick implementation and proven AOV increases makes it attractive for restaurants with standardized catering packages and high-volume, lower-complexity inquiries. The platform's ability to serve over 1,000,000 guests demonstrates its scalability for busy operations. (Kea AI)

For budget-conscious implementations

Maple and Slang.ai offer entry-level AI automation for restaurants testing the waters with catering text management. While less sophisticated than premium platforms, they provide basic automation benefits at accessible price points.

For enterprise restaurant groups

SoundHound's enterprise-grade voice technology suits large chains with dedicated IT resources and voice-first customer interaction strategies, though it requires separate solutions for text-based catering inquiries.

Implementation best practices

Start with clear catering workflows

Before implementing any AI platform, document your current catering inquiry process from initial contact through event completion. This baseline helps identify where AI can add the most value and ensures smooth integration with existing operations. (Poppy's Pizza & Grill)

Test with limited scenarios first

Begin AI implementation with your most common catering inquiry types - party size questions, availability checks, and basic menu information. Once these work smoothly, gradually expand to more complex scenarios like dietary restrictions and custom menu requests.

Maintain human oversight

Even the most advanced AI platforms benefit from human oversight, especially for high-value catering opportunities. Establish clear escalation triggers and ensure staff can seamlessly take over conversations when needed. (Hostie AI)

Monitor and optimize regularly

AI platforms improve through continuous learning and optimization. Regular review of conversation logs, guest feedback, and conversion rates helps identify areas for improvement and ensures the AI continues meeting your restaurant's standards.

The future of catering inquiry management

AI-powered customer experience platforms are rapidly evolving from simple chatbots to sophisticated conversation partners that understand context, emotion, and intent. In just a couple of years, there will hardly be any business that hasn't hired an AI employee to handle customer interactions. (Hostie AI)

The most successful restaurants will be those that implement AI thoughtfully, maintaining the hospitality and personal touch that makes dining special while leveraging technology to handle routine inquiries more efficiently. Companies like Hostie, which are purpose-built for restaurants and deliver human-level service at scale, represent the future of guest experience management. (Hostie AI)

As these platforms continue advancing, we can expect even more sophisticated features like predictive catering recommendations, automated menu customization based on guest preferences, and seamless integration with kitchen management systems. The restaurants that adopt these tools now will be best positioned to capitalize on the growing catering market while providing exceptional guest experiences.

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Frequently Asked Questions

What are the key features restaurants need in AI tools for managing catering inquiries by text?

Restaurants need AI tools that support MMS attachments for menu photos and event details, automated template responses for quick replies, and seamless CRM integration for lead management. The best tools also offer real-time conversation summaries and can handle complex catering requests without human intervention.

How do AI-powered text management systems improve catering operations for restaurants?

AI text management systems streamline catering operations by automatically responding to inquiries 24/7, reducing response times, and ensuring no leads are missed. They can analyze customer preferences, suggest menu items, and integrate with existing POS systems to create seamless ordering experiences that increase average order values.

Can AI tools handle complex catering requests that typically require human interaction?

Modern AI tools like Hostie and Slang AI can handle increasingly complex catering requests by understanding context, managing multi-part conversations, and providing detailed information about menu items and pricing. However, they're designed to seamlessly hand off to human staff when requests exceed their capabilities or require personalized consultation.

What makes Hostie AI different from other restaurant AI platforms for text-based catering inquiries?

Hostie AI specializes in comprehensive guest experience management, offering not just text handling but also phone answering services with conversation summaries sent via text. Unlike competitors that focus solely on voice or reservations, Hostie provides a unified platform that manages all customer touchpoints while maintaining the personal touch restaurants need for high-value catering clients.

How do restaurants measure ROI when implementing AI tools for catering text management?

Restaurants typically measure ROI through increased conversion rates from inquiries to bookings, reduced labor costs from automated responses, and higher average order values from AI-suggested upsells. Many operators see 25-40% increases in catering revenue within the first quarter of implementation due to faster response times and 24/7 availability.

What integration capabilities should restaurants look for in AI catering text management tools?

Essential integrations include CRM systems for lead tracking, POS systems for seamless ordering, calendar applications for event scheduling, and marketing platforms for follow-up campaigns. The best AI tools also integrate with existing reservation systems and can sync with multiple communication channels to provide a unified customer experience.

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