Platform

Automate recurring services for a private chef business

Batchcookerz

Private chefs for weekly meals

Airtable

Brand

Fillout

Platform

Automate recurring services for a private chef business

Batchcookerz

Private chefs for weekly meals

Airtable

Brand

Fillout

Context, Objectives & Solution

Batchcookerz offers an in-home batch cooking service: a chef comes to prepare the week's meals at the client's home, with customized recipes, fresh products, and an organization designed to reduce the mental load on families. The service relies on recurring clients, freelance chefs, groceries to prepare, and a lot of operational exchanges on WhatsApp.

Too many manual steps to run a recurring service

Weekly service renewals to manage with clients who are often responsive on WhatsApp, but not always within the expected timeframe.

Centralization of key information: client, address, time slot, number of guests, number of dishes, options, recipes, assigned chef, and date of service.

A risk of exceptions that is too high to manage manually: chef to be confirmed, customer to be followed up with, payment to be secured, shopping to be consolidated, service to be closed.

Mission objectives

Centralize requests, clients, chefs, recipes, ingredients, shopping, and services in Airtable.

Standardize the renewal of services without creating a complex customer portal.

Automate reminders and critical steps to reduce reliance on manual operations.

What we have concretely put in place

Create the operational system for recurring benefits

Setting up a request pipeline: new, client confirmation, manager validation, payment, race blocking, service delivery, closing, and satisfaction.

Centralization of key information: client, address, time slot, number of guests, number of dishes, options, recipes, assigned chef, and date of service.

Creation of a dashboard to track ongoing requests, chefs to be validated, shopping to be done, and services to be closed.

Automate reminders, errands, and confirmations

Structuring of recipes, ingredients, allergens, utensils, services, and weekly planning.

Setting up tracking for ingredients in stock at the client's, remaining ingredients to be ordered, the shopping total, and the associated invoices.

Automation of WhatsApp reminders or forms: customer confirmation, chef confirmation, pre-service reminder, post-service form, and satisfaction follow-up.

Impact & Result

Batchcookerz now has a centralized system to run its recurring services with greater reliability: client requests, chefs, recipes, ingredients, shopping, payments, reminders, and satisfaction. The team can better track each service, limit oversights, secure critical steps, and reduce the time spent managing exceptions manually.