Pastry chefs send estimates after a consultation or tasting, when a client is comparing bakers for a wedding, party, or corporate event. Clients compare per-serving price, design complexity, flavors, and what is included in delivery and setup. A clear quote also helps hold the date once the client accepts.
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
Timing and location affect how early you must start, whether you need a helper, and what you charge for delivery.
The serving count drives price. Stating tier sizes and whether servings are wedding-size or party-size slices avoids disagreements.
Some fillings, such as fresh fruit or specialty chocolate, cost more. Listing them locks in the agreed design.
Attach or reference the inspiration photo and note what is included, such as sugar flowers, gold leaf, or a custom topper. Changes after approval can then be billed as extras.
State the delivery fee, whether you assemble on-site, and which stands or displays are included or rented.
Clients should know when the deposit is due, when the balance is due, and what happens if the date changes or the event is canceled.
Gluten-free, vegan, or nut-free orders may require separate ingredients and prep. Note what you can and cannot guarantee in a shared kitchen.
| Service | Priced | Typical range |
|---|---|---|
| Wedding cake (buttercream, tiered) | per serving | $6-12 |
| Fondant or sugar-art wedding cake | per serving | $9-18 |
| Custom celebration cake (6-8 inch round) | flat fee | $55-120 |
| Cupcakes | per dozen | $36-65 |
| Decorated sugar cookies | per dozen | $40-90 |
| French macarons | per dozen | $30-48 |
| Dessert table (assorted minis) | per person | $6-14 |
| Delivery and setup | per delivery | $40-200 |
Typical US ranges. Rates vary by region, experience, and job size.
Add ingredient cost, hours of labor at your hourly rate, packaging, kitchen overhead, and delivery. Many bakers then convert the total to a per-serving price for the client.
Present two or three options, such as a simple buttercream cake, a version with fresh flowers, and a fully sugar-decorated one. Clients can pick a budget without asking you to cut corners on one design.
Quote validity of 14 to 30 days is common. Your calendar and ingredient costs change, and an expiry date encourages clients to book the date.
Tasting boxes cost time and ingredients. Many pastry chefs charge $30 to $75 and credit it toward the order if the client books.
Estimates are usually free, but tastings often carry a fee because of ingredient and prep costs. Many bakers credit the tasting fee toward the final order when the client books.
Two to four weeks is typical. Peak wedding dates can fill quickly, so some bakers state that the date is not held until a deposit is received.
Only if the scope changes. If the client adds tiers, increases the guest count, or requests a more detailed design, send a revised quote. Your contract should say that changes after approval may change the price.
Use the Pastry Chef invoice template to bill the client, or convert this estimate once it's approved.
Pastry Chef invoice template