Winning an office’s first lunch order creates a useful opening. The next job is to learn whether there is a repeatable need and whether your team can serve it profitably every week.
This is a proposed workflow to configure and test with your business. It does not assume that Dots already has access to your sales systems.
Turn a successful first order into a repeatable arrangement
Define the result, the records the agent should use, and who owns the decisions. Keep the opportunity state in a shared tracker your team can inspect, with stable IDs, current sources, and the next action.
Prepare the information Dots needs
Order history
Delivered orders, group size, menu, delivery performance, adjustments, and actual costs.
Buyer preferences
Approved contacts, preferred ordering channel, dietary requirements, feedback, and contact restrictions.
Available capacity
Service days, production limits, delivery routes, and cutoff times.
Recurring options
Approved menu rotations, billing arrangements, quantity-change rules, and cancellation terms.
Verify app access before assigning work. Configure recurring tasks explicitly. Define action permissions before sending or changing records.
If a needed connection is unavailable, use an approved export for research and draft preparation. Keep source timestamps visible and require a current system check before an action depends on price, availability, or status.
Build the agentic workflow
1. Confirm the order was completed
Trigger the next step from delivery confirmation, not merely an invoice. If there was a service problem, route it to the account owner before making a sales approach.
2. Learn the recurring need
Prepare a short feedback request that asks whether lunch is occasional or scheduled. Capture the buyer’s stated cadence rather than assuming repeat demand.
3. Design a workable proposal
Use known group size and preferences to prepare a menu rotation and ordering process. Have operations check capacity and finance confirm any billing terms.
4. Make each cycle explicit
Record who approves the headcount, by when, and how changes are handled. A recurring reminder must not silently become an automatic food order.
5. Adjust to real use
Review missed weeks, headcount changes, feedback, and margin. Suggest a smaller package or different cadence when the original arrangement no longer fits.
A worked example
Illustrative scenario; this is not a reported customer result.
An office likes a Wednesday lunch but expects attendance to vary. Dots prepares a recurring plan with a Tuesday confirmation deadline, tracks each approved headcount, and raises missing confirmations instead of guessing quantities.
A starter instruction for your dot
Review completed office lunch orders and identify accounts that may benefit from a recurring arrangement. Prepare feedback messages and menu proposals for review. Record the buyer’s preferred cadence and confirmation deadline.
Do not create an order without approved quantities and dates. Flag delivery issues and changes that would reduce our margin.
For a repeating check, add a time, time zone, end date, and where results should arrive. Ask for confirmation that the schedule was saved. Define which exceptions deserve a notification and when the workflow should stop.
Measure the commercial result
Track first-to-second-order conversion, active recurring accounts, orders per account, retention, and contribution per delivery. Compare recurring work with the capacity it consumes during your busiest service periods.
Keep the handoff clear
Keep a separate state for proposed schedules and confirmed orders. If a contact is away or an office closes for a holiday, the agent should ask for a decision instead of carrying forward last week’s order.
Begin with a small, reviewable pilot. Inspect the records and actual outcomes before expanding its scope. Give the agent enough authority to complete the agreed work, with clear ownership of exceptions.
Talk to Looski about this workflow. We can help map the data, integrations, decisions, and measurement before implementation.
Frequently asked questions
Should every catering customer receive a subscription offer?
No. Start with delivered orders and expressed recurring needs. Some buyers need occasional catering only; a well-timed second order can be more appropriate than a standing arrangement.
Can Dots maintain different menus for each office?
It can help prepare and track account-specific options from approved information. Menu feasibility, dietary claims, costs, and production capacity still need the responsible staff member’s review.