Catering orders placed through a Corporate Account can have company-specific requirements and are subject to advanced controls designed to simplify group meal ordering, ensure compliance, and track spend. This article provides a detailed guide to every stage of the ordering process, explaining available order types, custom checkout configurations, policy enforcement, admin options, and the user experience across web and mobile—plus answers to common questions.
Order Placement & Modification workflow (Web and Mobile)
Placing ezCater Orders:
Log in to ezCater (web or mobile), select location and date/time, filter restaurants or menus as needed.
Select a restaurant and add items to your cart, and continue to checkout.
Input custom checkout field details (PO, department, special notes) as prompted.
Review order summary with all line items, required info, and policy notifications.
Submit order for processing—orders are confirmed via email and optional in-app notification.
Modifying Orders:
Until the restaurant’s cutoff time, orders can be modified or canceled through both web and mobile devices.
Users receive confirmation of all changes; admins are notified where policy violations or large modifications occur.
Recurring & Scheduled Orders:
Users with permission can create, edit, or cancel recurring order programs.
Admins can monitor recurring order status and see all scheduled items on a unified calendar/report.
Notifications, Confirmation, and Order Status
Order Notifications:
Users receive order confirmations, reminders, and delivery alerts via email and (optionally) SMS or app notifications.
Admins can opt to receive alerts for large orders, policy-exceeding orders, or flagged modifications.
Status updates are real-time and accessible in the Orders tab on web or mobile.
Custom Checkout Fields:
Companies can require information fields such as:
Purchase Order (PO) number
Department or Cost Center codes
Project or Event IDs
Billing references or attendee lists
These fields are configured by the account admin, and may be set as required or optional.
Fields can be dynamically triggered (e.g., only show for orders over $1000, or for specific user groups/departments).
Guidance text and validation rules help ensure accurate data entry.
All required fields are visible in the cart and at checkout, both on web and mobile apps.
If a required field is missing, users cannot submit the order until it’s completed.
Admin Configuration:
Admins can add, edit, or remove custom fields from the Admin Dashboard.
Required field enforcement and custom instructions are controlled by admins, who should periodically review for relevance as needs change.
Spending & Budget Controls (Policy Enforcement at Checkout)
Corporate Accounts enable precise spend management by applying one or more of the following controls during order placement, admins can login to their account to update these policies:
Per-Order Limits: Caps on the maximum allowable total order value.
Per-User/Timeframe Budgets: Limits on employee spend over a day, week, or month.
Per-Head Spend: Restrictions on food spend per attendee—perfect for teams of varying size.
Component Caps: Controls for delivery fees, tips (either fixed amount or %), or custom segments.
Enforcement Modes:
Warning (Soft Limit): System displays a message at checkout, but order can proceed.
Restriction (Hard Limit): Order cannot be placed if the restriction is violated.
Messaging can be tailored to clarify next steps or appeal processes.
Review & Approval:
In some configurations, orders that exceed a soft limit may be flagged for admin review and approval before being placed.
Order Exceptions, Overrides, and Special Cases
Order Blocked at Checkout:
If an order exceeds a hard limit or lacks a required checkout field, the system will block placement and display a clear error message.
Users must adjust the order or reach out to their admin for exceptions.
Admin Overrides:
Admins may have the ability to temporarily adjust spending policy for exceptions, override restrictions for special events, or update required field settings.
All overrides are logged and appear in reporting for audit/compliance.
Approvals and Escalations:
Orders requiring approval trigger notifications to designated admins who can review, approve, or decline the order.
Approval workflow configuration depends on how the company has set up the account.
Multi-Account and Location Specifics:
Companies with multiple sub-accounts or office locations can restrict location access and configurations, ensuring users only order from approved addresses.
Corporate Account Frequently Asked Questions
Corporate Account Frequently Asked Questions
Why do I see extra fields at checkout for PO or department?
These are set by your admin for compliance and reporting. If you’re missing necessary details, contact your admin before ordering.
What happens if I exceed my company’s order limit?
The system either warns (soft limit) or blocks (hard limit) your order. For blocked orders, adjust your order or seek an exception.
How can I schedule a recurring order?
Select the recurring order option at checkout, set your desired frequency, and manage future orders in your Orders tab.
How do I change or cancel an order?
Use web or mobile before the restaurant cutoff; for complex or last-minute changes, contact ezCater support.
Will my admin see my order details?
Yes. All orders, including any fields and spend/policy compliance, are visible in admin reporting.
Can I place orders for other people?
If you are granted admin or coordinator roles, yes—otherwise, you can only place orders for yourself.
Do integrations affect the checkout process?
Some integrations (like Concur) add extra steps (e.g., one-click receipt sync), but all spending controls and compliance fields still apply.
If you have any questions please reach out to our team at [email protected]