Free tool · Quote template
A catering quote template that adds itself up
A catering quote needs the event, the guest count and the date it becomes final, each menu line with its price, the service charge with a sentence saying what it is, delivery, tax, the deposit and the cancellation terms. Fill those in below — the totals calculate as you type — then print it or save it as a PDF and send it. No signup, no download, and nothing you type leaves your browser.
Need the numbers first? Work out the price with the price per person calculator and the dates with the deposit calculator.
Quote not adding up the way you expect? The sales tax line uses the rate you type and only the boxes you tick; which lines are taxable depends on your state — see catering sales tax by state.
What makes a quote work
Four lines that prevent the argument on the day
Most disputes with catering customers are about something the quote did not say. These are the four that come up most.
Guest count
A date the number becomes final
An estimate with no deadline invites a phone call the night before. A final count date tells the customer when the number stops moving, and what they will be billed for after it. More on guarantee dates.
Service charge
One sentence saying where it goes
Without it, customers assume the charge is a tip for the staff. The template carries that sentence under the charge, in your words, so it travels with the price.
Allergies
A number, not a note
“3 vegan, 2 gluten-free, 1 shellfish” is an instruction the kitchen can act on. “Some dietary needs” is not. Why it belongs in a field.
Deposit
The cancellation terms on the same page
The customer keeps the quote, not the email from March. Put the deposit, the balance date and the cancellation windows where the price is. The deposit calculator writes them out with dates.
This template is a document, not legal advice. Have an attorney review your standard terms once.
Questions
Catering quotes, answered
- What should a catering quote include?
- Your business details and the customer’s; the event date, time, address and estimated guest count; the date the final count is due; each menu item with quantity and price; the service charge with a sentence saying what it is; delivery; sales tax; the deposit and when the balance is due; the cancellation terms; and any allergies with the number of guests affected.
- What is the difference between a catering quote and a proposal?
- A quote is the price for a specific menu and guest count. A proposal usually adds menu options, photos and a description of your business around it. For drop-off and small events, a clear quote is what the customer forwards to whoever approves the spend.
- Should the service charge and gratuity be separate on a catering quote?
- Yes. A mandatory service charge and a voluntary gratuity are treated differently for tax and wage purposes in many states, and customers assume a “service charge” goes to staff unless the quote says otherwise. This template puts the explanation right under the charge. Why it matters.
- How do I save the quote as a PDF?
- Press “Print or save as PDF” and choose “Save as PDF” as the printer. The buttons and this explanation are left off the printed page.
- Is my quote uploaded anywhere?
- No. Everything stays in your browser. The draft is kept in this browser’s storage so it survives a reload; “Clear the quote” deletes it.
Who made this
Your own ordering and quoting website
These tools are free and stay free. They are made by Catering Deck, which builds websites for small catering kitchens where customers pick a package, change the headcount and see the price move, and you get a built order instead of a question. It costs $200–$300 once and $10–$20 a month, with no commission on orders. We build a demo with your own menu first, so you can see it before deciding anything.