Description
Setup Guide & Full Tour (4 min, start here if you are new to Notion)
Run your food truck and your catering side from Notion. Cost every dish, quote and book events, plan service days and spots, write prep lists, roster the crew, log sales and expenses, keep stock at par and renew permits before they lapse, all linked so the numbers add themselves up.
Who it’s for
- Food truck owners and small mobile kitchens
- Caterers and private chefs taking event bookings
- Trucks that also cater weddings, offices and festivals
What’s inside
- Menu & Recipes: menu price vs plate cost gives food cost % and profit per plate, with a flag on anything over 35%, plus allergens and dietary tags
- Events & Catering: enquiry to completed; guests × price per head + extras = quote total, with balance due, days until the event and estimated margin
- Service Days & Sales: spot, shift, weather, card and cash sales, orders, average ticket, labour cost, linked expenses and day profit
- Prep Lists: tasks by station and date, linked to the dish and the service day or event, with a food safety check and prep progress %
- Staff Shifts: who works when, in which role and for how many hours; labour cost rolls up to the day or event
- Ingredients & Inventory: on hand vs par level, order quantity, stock value, supplier and use-by countdown
- Expenses: every receipt by category and supplier, linked to the day or event it was for
- Permits & Inspections: licences, health permits, inspections, insurance and food handler certificates with expiry countdowns and a renew-soon alert
- Dashboard: at a glance charts (catering pipeline, sales by spot, spend by category), photo navigation cards and a section for each part of the business.
- Start Here: Step-by-Step Guide inside the template, written for complete beginners
- Fictional sample data so you can see how everything connects, easy to clear
How it works
Cost your menu once and it feeds both the truck and catering. Each service day or event links its shifts, prep and expenses, so day profit, labour % and event margin calculate themselves.
Built-in automations
Five automations: Booked on, Deposit paid on, Closed out on when a service day is Served, Paid on for expenses, and a one-tick permit renewal that rolls the expiry date forward.
Set up in 3 steps
- Open the template link in your PDF and click Duplicate to copy it into your own Notion workspace.
- Open Start Here and follow the setup: add your own details and clear the sample data when you’re ready.
- Work from the dashboard every day and use the weekly checklist in Start Here to keep everything up to date.
What you get
- The Notion template (duplicate link delivered as a PDF)
- Setup Guide PDF with a step-by-step walkthrough and FAQ
- Start Here guide inside the template
Free plan
Works on the Free Notion plan. The built-in automations are Notion database automations, which run on paid plans (Plus and up). On the Free plan they pause and you fill those dates in by hand; every database, formula and view still works. Desktop, web and the Notion mobile app.
Please note
Food-safety, permit and licensing rules vary by location. Organising tool, not legal, food-safety or tax advice.
Digital product: nothing physical is shipped. Sample data is fictional.
Notion is a trademark of Notion Labs, Inc.; this is an independent template by Create Digital Tools (createdigitaltools.com).
New to Notion? Try it free here (affiliate link: we may earn a commission at no extra cost to you).
Also on Gumroad: Food Truck & Catering Business OS: Notion Template
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