Caterers send a proposal or quote after an inquiry call or tasting, and usually before the client signs a contract and pays a deposit. Clients compare per-person price, what is included in that price, and how much staffing, rentals, and fees are added on top.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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Invoice_1001_Client_2026-10-14.pdf
The price depends on the headcount and venue, and the quote should say it is only valid for that date and count.
Clients often assume extras are included, so list exactly what each per-person price covers.
Plated, buffet, and drop-off need very different labor, and the number of servers affects both price and guest experience.
Clarify whether plates, linens, tables, and glassware are included or come from the venue or a rental company.
State whether you supply alcohol, only provide a bartender, or neither, since licensing and liability rules vary by state.
These can add 20 to 30 percent to the food price, so show them in the quote to avoid sticker shock.
Food costs and availability change, so set a date after which the quote is no longer valid and explain when the count is locked.
| Service | Priced | Typical range |
|---|---|---|
| Drop-off buffet catering (food only) | per person | $12-30 |
| Full-service buffet or family-style event | per person | $30-75 |
| Plated dinner service | per person | $50-125 |
| Boxed lunches for corporate orders | per box | $12-22 |
| Server or event staff | per hour, per staff member | $25-50 |
| Bartender (staff only, client supplies alcohol) | per hour | $35-65 |
| Chef or on-site cook | per hour | $40-90 |
| Delivery, setup, and breakdown | flat fee | $50-300 |
Typical US ranges. Rates vary by region, experience, and job size.
Many caterers target food costs of 25 to 35 percent of the per-person price, with labor and overhead covering the rest. Cost out each menu before quoting rather than copying last year's price.
Presenting a basic, standard, and premium package helps clients choose within their budget and gives you room to upsell without negotiating line by line.
Give a total that includes staffing, rentals, tax, and service charge alongside the per-person food price. Clients comparing quotes often miss add-ons and feel misled later.
For events months away, note that menu prices may change if ingredient costs shift significantly, or lock the price at the deposit.
Many caterers charge a tasting fee of $50 to $200 or credit it toward the booking if the client signs. A fee helps cover food and time for clients who are only comparing options.
Two to four weeks is common. Popular dates book quickly, and ingredient and labor costs change, so an expiration date protects you.
State that the quote is based on the estimated count and that the final price will adjust once the guaranteed count is set. Many caterers also set a minimum count or minimum spend.
You can for simple, small events, but per-person pricing with listed extras is safer for larger events because headcount and hours often change.
Use the Catering invoice template to bill the client, or convert this estimate once it's approved.
Catering invoice template