What’s on the catering quote template
Extra fields on this template: Event, Venue.
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Dinner buffet, menu BPer guest | 120 | $38.00 | $4,560.00 |
| Passed appetizers, 4 kindsPer guest | 120 | $9.00 | $1,080.00 |
| Service staff and bartenders8 staff × 6 hours | 48 | $37.50 | $1,800.00 |
| Rentals: linens, chafers, china | 1 | $640.00 | $640.00 |
| Service charge, 20%Of food and beverage | 1 | $1,128.00 | $1,128.00 |
| Total | $9,208.00 | ||
Example prices in US dollars. Replace them with your own; in the generator, any currency works.
What a catering quote should include
- The event: date, venue, times and guest count.
- The menu and price per guest.
- Staff: how many, for how long, at what rate.
- Rentals and who arranges them.
- Service charge and gratuity, clearly separated.
- Deposit, final count date and cancellation policy.
Say what happens if the guest count changes: most caterers charge for the final confirmed count even if fewer guests attend. Note tax too; food and service charges are often taxable.
From accepted quote to invoice
A quote is a fixed offer: once the client accepts it in writing, by signing it or replying to say yes, both sides are bound by its price and scope. Keep the accepted copy. When the work is done, open the quote in the free quote maker and switch it to Invoice, or start from the catering invoice template. Anything the client added later goes on its own line.
Frequently asked questions
Is a service charge the same as a tip?
No. A service charge is part of your price and is often taxable. Say so in the quote, and that gratuity for staff is separate and optional.
When should the final guest count be due?
Commonly 7–14 days before the event, so you can order and staff accordingly.
How much deposit do caterers take?
25–50% to book the date, with the balance due shortly before or on the event day.