Automated Catering Rental Order Coordination
Every morning, WebRun opens Caterease, finds events in the next seven days with rental or equipment requirements, compiles an order summary in Google Sheets, and drafts a coordinating email to your rental supplier in Gmail for your review before sending.
How do I automatically coordinate rental and equipment orders for catering events?
WebRun opens Caterease every morning and reads the rental and equipment requirements for every event in the next seven days. It updates your Google Sheets rental tracker with the full item list and drafts a consolidated supplier order email in Gmail for your review, so every piece of equipment is confirmed before it is needed.
- Every rental item is identified and drafted for supplier confirmation at least seven days out
- Google Sheets rental tracker stays current with all upcoming event needs
- No event arrives without confirmed equipment because a manual step was missed
Built for catering companies · event caterers · catering operations managers · full-service caterers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
www.caterease.com/loginin a real browser with your saved login - no setup, no API keys. -
1
Caterease - pull rental and equipment needs per event
caterease.com
WebRun opens Caterease to pull rental and equipment needs per event. - Open Caterease and filter events to those occurring in the next seven days
- For each event, read the equipment and rental notes from the BEO, including tables, linens, serving equipment, and AV requirements
- Flag any event where rental items are listed but no supplier confirmation is noted
Done when Every event with unconfirmed rental or equipment needs is listed with its full requirements.
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2
Google Sheets - compile consolidated order summary
google.com
WebRun opens Google Sheets to compile consolidated order summary. - Open the rental tracking sheet in Google Sheets
- Add or update a row for each event with the item list, quantities, event date, and venue
- Mark each item as pending supplier confirmation
Done when The rental tracking sheet is updated with all upcoming equipment needs.
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3
Gmail - draft order email to the rental supplier
gmail.com
WebRun opens Gmail to draft order email to the rental supplier. - Draft a consolidated order email to your rental supplier listing all items needed across the upcoming events
- Group items by event date and include delivery address for each
- Save as a Gmail draft. Do not send without your review and approval
Done when A draft supplier order email is ready in Gmail for your review and sending.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it send the order to the rental supplier without my approval?
No. Every supplier email is saved as a Gmail draft. Nothing is sent to the supplier until you review the items and click Send yourself.
Can it handle multiple rental suppliers for different items?
Yes. You configure a supplier list during setup and WebRun routes each item category to the correct supplier draft, so linens go to one supplier and AV equipment to another.
What if rental needs for an event have already been confirmed?
It checks the confirmation notes in Caterease each run. Events where all rentals are already confirmed are skipped, so you only see the open items.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.