Shopping lists

Building Shopping Lists in CaterCloud

Shopping lists let you consolidate ingredients across multiple events into a single, organised purchase plan — ideal for event caterers and food truck operators buying for a busy weekend in one run.

Getting started

Navigate to Operations → Shopping Lists, then click New shopping list (or go directly to /operations/shopping-lists/new).

Creating a new list

1. Name your list — enter a descriptive name in the Name field (e.g. "Weekend Markets – 14 June").
2. Set a planned shopping date — use the Date shopping planned field to record when you intend to shop. This appears in the list header as a quick reference.
3. Select events — choose one or more events from the picker. Events in the Enquiry, Quoted, Booked, and Confirmed stages are available to include.
4. Preview aggregated items — CaterCloud combines ingredient quantities across all selected events, grouped by supplier. Review the preview to confirm the totals look correct before saving.
5. Save the list — once you're happy, save to create the list in Draft status.

Moving a list through its lifecycle

Every shopping list follows a simple three-stage workflow:

• Draft → click Finalize list when you've confirmed quantities and are ready to shop.
• Finalized → click Mark completed once the shopping is done.

Completed lists are kept for your records but can no longer be advanced.

Checking off items while shopping

Open any finalized list and tap an ingredient row to check it off. Checked items are struck through and dimmed so you can see at a glance what's left to collect. Your progress saves automatically.

Printing and deleting

• Click Print to send a clean version to your printer or save as PDF — useful to hand to a staff member doing the shop.
• Click Delete to permanently remove a list. You'll be asked to confirm before anything is removed.

> Tip: If you add a new menu item to an event after creating a list, delete the old list and regenerate it from the source events to pick up the updated ingredients.