The short answer
An AI receptionist for caterers built on HighLevel Voice AI costs about $0.32 per answered call, or $48 a month for 150 calls averaging 4 minutes, phone line included. Roughly 45 of those calls (30%) would come outside office hours, which is where an AI answering service earns its keep. Emergencies, complaints and anything needing judgment should go to a person.
What the AI should handle
Qualify an event inquiry
Asks date, guest count, venue, service style and rough budget, checks the date against booked events, and creates an opportunity with every detail attached.
Book a tasting
Schedules a tasting for couples who already have a proposal, records dietary restrictions ahead of time, and texts the address and tasting menu.
Answer menu and pricing questions
Explains per-person price ranges, order minimums and drop-off versus full-service options from the knowledge base, without committing to a final quote.
Log headcount changes
Updates guest and dietary counts on the client record and alerts the event manager, flagging any change that arrives after the final count deadline.
What to send to a person
- Final quotes and custom menus
- Severe allergy planning for an event
- Contract changes and cancellations
- Day-of emergencies from a venue or planner
HighLevel's voice agents can transfer a live call, create a task, or trigger a workflow that texts the owner. Set the handoff rules before the agent goes live.
Cost per call and per month
Assumptions for a typical catering company: 150 calls a month answered by the AI, averaging 4 minutes. Phone minutes are billed per call and rounded up, so each call bills 4 phone minutes at $0.01165.
| Setup | AI cost | Phone line | Per month | Per call |
|---|---|---|---|---|
| Pay per use, Standard voice, GPT-4.1 Mini | $40.80 | $6.99 | $48 | $0.32 |
| Pay per use, ElevenLabs voice, GPT-4.1 Mini | $52.80 | $6.99 | $60 | $0.40 |
| Pay per use, speech-to-speech (OpenAI) | $120.00 | $6.99 | $127 | $0.85 |
| AI Employee Unlimited, $97 flat | $97.00 | $6.99 | $104 | $0.69 |
The breakdown of every Voice AI charge is in our Voice AI pricing guide. Agencies can price this as a monthly service with the calculator's Price a client tab, preloaded for a catering company.
Compared with staff time
Those 150 calls take about 10 hours of talk time a month. At the US median receptionist wage of $18.27 an hour (May 2025, Bureau of Labor Statistics), that talk time alone is worth about $183, before hold time, breaks, benefits and the calls that come in after hours. An AI receptionist does not replace a good front desk; it catches the overflow and the evenings, and frees staff for the people in front of them.
Sample call
AI AGENTHi, you've reached Harvest Table Catering. I'm the company's AI assistant. Are you planning an event?
CALLERYes, a company holiday party for about 80 people on December 12th.
AI AGENTDecember 12th is still open. Are you thinking buffet, family style or passed appetizers?
CALLERProbably buffet. What does that usually run per person?
AI AGENTOur holiday buffets start at $38 per person for two entrees and three sides, with service staff priced separately. Where is the party?
CALLERAt our office downtown, on the fourth floor.
AI AGENTThanks. I'll email our holiday menu and a sample quote now, and our events manager will call tomorrow to tailor it. What's your name and best email?
CALLERRachel Moore, rachel at brightpath dot com.
Prompt tips
- Tip 1Give the agent price ranges rather than final prices, and tell it that every quote is confirmed in writing by the events manager.
- Tip 2Keep booked dates on a calendar the agent can check, so it never tells a caller a June Saturday is open when it is not.
- Tip 3Tell the agent to ask about venue details such as kitchen access and elevators, since those change staffing and cost.
Rules to watch
Allergen planning. The FDA names nine major food allergens: milk, eggs, fish, crustacean shellfish, tree nuts, peanuts, wheat, soybeans and sesame. The AI can record which guests have which allergy, but the chef should confirm every allergy plan in writing, because only the kitchen knows what shares prep space.
Deposits without card numbers by phone. Catering deposits are large, which makes taking them over the phone tempting. PCI guidance says card security codes must not be stored after authorization, and AI calls produce transcripts. Have the AI send the invoice link from the signed proposal instead of hearing any card details.
General information, not legal advice.
Price this for a client Try HighLevel
Questions
Why would a caterer use an AI receptionist?
What does an AI receptionist cost a catering company?
Can the AI give a final catering quote?
Can the AI check whether our date is free?
Sources
- HighLevel pricing
- HighLevel AI product pricing
- HighLevel AI voice agents overview
- HighLevel Documents & Contracts
- HighLevel: Generate invoices from signed documents
- FDA: Food allergies
- PCI SSC: Protecting telephone-based payment card data
- HighLevel AI product pricing (help center)
- AI Voice Agents overview
- HighLevel Phone System pricing and billing guide
- BLS Occupational Outlook: Receptionists (May 2025 pay)