This intake document was designed to guide the discovery process during the onboarding and implementation of an enterprise catering management platform. It captures operational, accounting, systems, and marketing requirements across client units to ensure a successful deployment.

• Area Manager
• Unit Managers
• General Ledger (GL) Accountant
• Accounts Receivable (AR) Accountant

Approvals & scheduling:

• Who will serve as the centralized approver for implementation steps?
• Has an integration kickoff call been scheduled?

Client billing process:

• Do unit teams submit billing packages to clients directly?
• What format does the client receive (e.g., soft copies, spreadsheets, CSV)?
• Can you provide a sample monthly or weekly billing package?

Invoice preferences:

• Does the client consolidate billing across multiple unit numbers or require separate summaries per unit?

Current UAS (or legacy system) usage:

• Are there standing orders in place?
• How are meal tickets billed?
• What daily operations reports are used—daily, weekly, monthly?

Customer ordering channels:

• What methods do customers currently use to place orders?
  • Online
  • Email
  • Phone
  • Last-minute or pickup orders

• Does one admin approve orders for multiple departments?
• Will customers create their own accounts in the new system?

Site-specific system details:

• What email platform is in use (e.g., Outlook, Lotus Notes)?
• Which browser(s) do users access: Internet Explorer, Firefox, Chrome?
• Is there a direct contact for IT support?
• Will the new system need to be whitelisted on your network?
• Will the client request a beta test group?
• Preferred custom URL for platform access?

• New system teaser announcement
• Quick Order Guide (specify number of copies needed)
• Training welcome poster
• Post-launch high-touch email (2 versions)
• Announcement poster for café display