Follow one event from quote to pack list.
Sample screens from one 180-guest wedding: what the recipes cost, the quote and the proposal, then the buying, the prep and the pack. No account needed.
- Event
- Saturday, Aug 29
- Guests
- 180
- Menu
- Garden wedding supper
- Quote
- $28.00 per guest
20 stops. Start with recipes, or jump to the job you came to see.
One wedding, stop by stop
Pick a stop, or press Next and follow the event through. Each one links to its feature guide.
All figures are illustrative. Each stop follows its public status.
Recipes / Herb roast chicken
The recipe you cook, with what it costs on the same page.
The same chicken thigh is in the recipe, on the purchase order and at the back door.
Open the dish and follow the price from the case you bought, through the trim, down to one portion.
| Ingredient | Used | Trim yield | Cost |
|---|---|---|---|
| Chicken thigh | 12 lb | 91% | $46.02 |
| Herb marinade | 2.4 lb | 100% | $8.40 |
| Lemon | 12 each | 82% | $3.97 |
| Pan jus | 1.5 qt | 100% | $6.30 |
Events / Garden wedding supper
Send the proposal. Book it once it is signed and the deposit is in.
Their yes is not a booking. Book the event checks the agreement and deposit, or records why you proceeded without them.
Take the inquiry and send the priced proposal to the client’s phone. Book the event once the agreement is signed and the deposit is in. Confirm order comes later, when the kitchen plan is ready.
| Step | Where it stands | What happened |
|---|---|---|
| Inquiry | Captured | Date first, details later |
| Proposal | Sent | Link open for 7 days |
| Client decision | Accepted | On their phone, no login |
| Agreement | Complete | Accepted proposal attached |
| Booked | Not yet | Waits on the deposit |
Ingredients / Chicken thigh, boneless
What you pay for chicken lives on the chicken.
A cheaper case is not cheaper if the usable pound costs more.
The pack you buy now, what is left after trim, what each supplier wants for it, and every recipe that moves when the price does.
| Supplier offer | Pack | Effective | Usable cost |
|---|---|---|---|
| Harbor Foods | 40 lb · $139.60 | Aug 27 | $3.84 / lb |
| Coastal Meats | 40 lb · $143.20 | Aug 25 | $3.93 / lb |
| Metro Wholesale | 20 lb · $73.80 | Aug 20 | $4.05 / lb |
Import / Harbor Foods invoice 88421
Look the invoice over before its prices go in.
Three doubtful rows wait. The other sixteen do not need typing twice.
The invoice sits next to the lines read off it. Confirm the ones that match and sort out the ones that do not.
| Source line | Matched ingredient | Pack price | Status |
|---|---|---|---|
| CHK THIGH BNLS 40LB | Chicken thigh, boneless | $139.60 | Exact |
| LEMON 140CT | Lemon | $38.00 | Exact |
| MIXED HERB CS | Choose ingredient | $27.80 | Review |
| OIL EVOO 4X1GAL | Olive oil, extra virgin | $92.16 | Exact |
Purchases / Invoice inbox
See what became of every email your suppliers send.
A statement is kept, not imported. It repeats invoices you already have.
Suppliers send invoices to your kitchen’s own private address. Every email is listed with what it turned out to be, and an invoice waits for you to review it.
| From | Received | What it became | Next |
|---|---|---|---|
| Harbor Foods | Tue 9:14 AM | Invoice | Review |
| Valley Dairy | Tue 2:40 PM | Credit memo | Review |
| Harbor Foods | Wed 8:02 AM | Statement | Kept |
| Green Leaf Produce | Wed 11:30 AM | Order confirmation | Nothing to import |
Recipes / Herb roast chicken / Nutrition
Nutrition and allergens, on the recipe.
A blank nutrient stays blank. It never becomes a made-up zero.
See the nutrition estimate per portion, check each ingredient’s allergens and where its numbers came from, then print from the recipe in CostCook.
| Ingredient profile | Recipe amount | Profile source | Status |
|---|---|---|---|
| Chicken thigh, cooked | 6 oz | USDA reference | Linked |
| Herb marinade | 1.6 oz | Recipe calculation | Complete |
| Pan jus | 2 fl oz | Recipe calculation | Complete |
| Lemon | 0.5 each | USDA reference | Linked |
Orders / Garden wedding supper / Guests’ restrictions
Check every dish against the guests who asked.
An ingredient nobody reviewed is never clear. The order says how many are left.
Put in who is eating, by allergen or by diet. Each dish comes back as conflict, check or clear, and names the ingredient behind it.
| Dish | Restriction | Answer | Reason |
|---|---|---|---|
| Rosemary focaccia | Gluten-free · 2 guests | Conflict | Bread flour (contains wheat) |
| Herb roast chicken | Halal | Check | Meat depends on the source |
| Charred market vegetables | Tree nuts · the bride | Clear | Every ingredient reviewed |
| Citrus salad | Vegan | Check | 2 ingredients not reviewed |
Prep / Garden wedding supper / Labels
Choose the storage and the use-by before a sticker prints.
A label can repeat the date you chose. It cannot choose a food-safety date for you.
Labels start from the prep list. The cook sets the storage and the use-by, and CostCook keeps what each sticker said so a reprint matches.
| Prep item | Storage | Use by | Confirmed allergens |
|---|---|---|---|
| Herb roast chicken | Refrigerated | Aug 31 | Milk, soy |
| Charred market vegetables | Refrigerated | Aug 31 | None confirmed |
| Rosemary focaccia | Room temperature | Aug 30 | Wheat |
| Citrus salad | Refrigerated | Aug 30 | None confirmed |
Settings / Ordering site
Let clients order from your own website.
The form only shows on the websites you list.
Put your menus on an ordering page of your own, or paste the snippet into the website you already have. Requests arrive in Orders already priced, and you approve or decline them.
| Tab | What you set | Where it stands |
|---|---|---|
| Setup | Pickup, delivery, how they pay | Done |
| Menus | Lunch drop-off, priced per guest | On the site |
| Look | Logo and four colours | Done |
| Put on your website | Websites that will show it | 1 website |
Orders / Garden wedding supper
Run shop, prep and pack from the order you confirmed.
Type the guest count once. All three lists come off it.
Confirm the order and you work from shopping, prep and pack lists for 180 guests. A page you already opened still reads with no signal; you need to reconnect to save check-offs.
| Plan item | Need | Ready | Working status |
|---|---|---|---|
| Chicken thigh, boneless | 98.9 lb | 80 lb | 18.9 lb to grab |
| Herb marinade | 18 lb | 18 lb | Ready |
| Rosemary focaccia | 360 pieces | 240 pieces | 1 batch in prep |
| Hot boxes | 6 each | 6 each | Packed |
Purchasing / PO-1047 / Receive
Compare what you sent with what came through the back door.
The invoice says delivered. The back door says five pounds short.
Open the purchase order, put in what actually came, and the short line stays in view until somebody deals with it.
| Delivery line | Ordered | Received | Verdict |
|---|---|---|---|
| Chicken thigh, boneless | 40 lb | 35 lb | Short 5 lb |
| Mixed herbs | 2 cases | 2 cases | Received |
| Extra virgin olive oil | 1 case | 1 case | Received |
| Bread flour | 1 bag | 1 bag | Received |
Inventory / Walk-in 1
Build the next shopping list from a count you can trust.
“Never counted” is an answer. Zero is a different one.
Count the shelf, then deliveries, waste and packed orders move the number from there. Look at when it was counted before you let it cut the shopping list.
| Ingredient | On hand | Next need | Count trust |
|---|---|---|---|
| Chicken thigh, boneless | 80 lb | 98.9 lb | Fresh · 6:12 AM |
| Lemon | 164 each | 110 each | Fresh · 6:18 AM |
| Mixed herbs | 7 lb | 9 lb | Stale · Aug 22 |
| Rosemary focaccia | — | 360 pieces | Never counted |
Purchases / July cost review
Name the month’s gap without guessing what caused it.
The gap is something to look into. Do not hang it on the crew as waste.
Put what July’s food should have cost next to what it did cost. Take off the waste you logged and you see what is still unexplained.
| Cost evidence | Amount | Source | Review |
|---|---|---|---|
| Did cost (what you paid) | $8,891.40 | Purchase ledger | Complete |
| Should have cost (recipe estimate) | $8,420.00 | Confirmed orders | Complete |
| Logged waste | $186.50 | 7 signed entries | Explained |
| Still unaccounted | $284.90 | Month verdict | Review |
Settings / Team & access
Who on the crew can do what.
The cook works the lists without seeing the money. Billing, the team and publishing stay with you.
Invite people by email as Staff or Manager. Managers see costs and use Sage; Staff do neither.
| Sensitive action | Owner | Manager | Staff |
|---|---|---|---|
| See costs and margins | Allowed | Allowed | Not allowed |
| Manage billing | Allowed | Not allowed | Not allowed |
| Invite teammates | Allowed | Not allowed | Not allowed |
| Publish recipes | Allowed | Not allowed | Not allowed |
| Approve Sage drafts | Allowed | Allowed | Not allowed |
Orders / Nair & Castellano wedding / Money
The deposit came in by card. The balance has a date.
You stop texting about the check. The schedule they accepted is the one the reminder follows.
Connect Stripe once in Settings. The client pays the deposit and the balance from a link in an email, into your own Stripe account.
| Payment | Amount | Due | Status |
|---|---|---|---|
| Deposit | $3,500.00 | Confirms the date | Paid by card |
| Balance | $10,750.00 | Wed, Dec 9 | Requested |
| Reminder with a pay link | $10,750.00 | Sun, Dec 6 | Only if still owed |
Analytics / Counter sales
What sold at the counter, and what it cost to make.
If you only book catering events, you can skip this integration.
For a counter, a market stall or a pickup window. Publish the dishes you pick to Square, and the register’s sales come back with today’s recipe cost beside them.
| Dish | Sold | Food cost each | Expected cost |
|---|---|---|---|
| Herb roast chicken bowl | 42 | $3.18 | $133.56 |
| Lemon focaccia slice | 65 | $0.41 | $26.65 |
| Braised short rib plate | 18 | $7.28 | $131.04 |
| Iced tea | 30 | No dish match | Not counted |
Purchases / Invoices
Checked once in CostCook. Not typed again in QuickBooks.
CostCook never pays a bill, or sends the same invoice twice.
Pick the accounts, match your suppliers to vendors, then send each invoice you have checked to QuickBooks as a bill.
| Supplier invoice | Checked | QuickBooks vendor | In QuickBooks |
|---|---|---|---|
| Harbor Foods #44817 | Yes | Harbor Foods Inc. | Bill, paid |
| Valley Dairy #2291 | Yes | Valley Dairy | Bill, unpaid |
| Harbor Foods credit #C-118 | Yes | Harbor Foods Inc. | Credit |
| Green Leaf Produce #881 | Yes | Match needed | Not sent |
Labels / Print
Labels print from your browser today. Straight to the printer is planned.
For now, every label prints through the browser’s print dialog.
Today a label batch opens the print dialog and goes to sticker sheets or a thermal roll. A direct connection to a label printer, with no dialog, is planned and not built.
| Label | Storage | Use by | Container |
|---|---|---|---|
| Herb roast chicken | Refrigerated | Mon, Dec 21 | 1 of 3 |
| Herb roast chicken | Refrigerated | Mon, Dec 21 | 2 of 3 |
| Herb roast chicken | Refrigerated | Mon, Dec 21 | 3 of 3 |
| Lemon focaccia | Room temperature | Sun, Dec 20 | 1 of 3 |
Sage / Saturday event check
Ask, then check the records behind the answer.
An answer that will not show its source is one more number to check yourself.
Sage looks through your own CostCook records, says what is missing, and nothing it drafts goes through until you approve it.
| Sage found | Evidence | Impact | Next action |
|---|---|---|---|
| Chicken delivery is 5 lb short | PO-1047 receiving | Saturday order | Open follow-up |
| Mixed-herb count is stale | Walk-in 1 count | Shopping gap | Count stock |
| Quote remains below target | Garden wedding menu | 29.6% food cost | No action |
| Allergen notes are present | 4 recipe profiles | Pack list | Review at pack-out |
Start with one real menu and take it all the way to the back door.
Bring the recipes and supplier prices you already have. The plan and its numbers stay tied together from the quote to the pack list.
Founding offer open now: 15 days free, then $49/month per kitchen, locked in for life. Limited to the first 20 kitchens. Regular price $99/month per kitchen; unlimited crew. Prices plus tax. Card required; $0 today. Cancel before day 16 in Settings → Billing, no call required. What to prepare · Plan and team limits