Private chefs send a quote after the first conversation about the event or ongoing service, before any menu is final or groceries are bought. Clients often compare you against caterers, restaurant takeout, and other chefs, so the quote needs to show clearly what is and is not included.
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
Pricing depends on these. Stating them makes it clear what the quote covers if the count changes.
A three-course plated dinner and a family-style buffet involve very different labor. Define the format so expectations match.
Accommodating allergies or multiple diets can raise costs and prep time. Record what you have agreed to prepare.
State whether groceries are at cost, capped at a budget, or included, and whether there is a shopping fee.
Say whether you serve, whether servers are included, and whether you wash dishes and leave the kitchen clean.
If you bring your own gear or the client needs to rent tableware, note who supplies and pays for it. Also note whether you need to inspect the kitchen beforehand.
These protect you from losses on perishable food and held dates.
| Service | Priced | Typical range |
|---|---|---|
| Dinner party chef fee (multi-course, served) | per guest | $75-200 |
| Intimate dinner for two (in-home) | flat fee | $250-600 |
| Weekly meal prep (4-5 dinners, family of 4, labor only) | per week | $350-800 |
| Hourly cooking and prep | per hour | $40-100 |
| Grocery shopping and menu planning | per trip or per hour | $30-75 |
| Cooking class or hands-on lesson at client's home | per group | $250-600 |
| Hired server or assistant | per hour | $25-50 |
| Travel outside local service area | per mile or flat fee | $0.70 per mile or $25-75 |
Typical US ranges. Rates vary by region, experience, and job size.
Add planning, shopping, prep, travel, cooking, service, and cleanup, then divide to see your effective hourly rate. A quote that only covers the time at the stove usually undercharges.
Presenting a simple, standard, and premium option lets the client choose a budget without negotiating your rate. Proteins like beef tenderloin or lobster shift the grocery cost noticeably.
Clients dislike open-ended food costs. Provide an expected range and agree to check in if prices will exceed it.
Holidays, New Year's Eve, Mother's Day, and short-notice requests are in demand. A 15-25% premium is common and should be shown on the quote, not added later.
Many chefs offer a short phone or video call for free, and charge for an in-person tasting. The tasting fee can be credited toward the event if the client books, which encourages commitment.
Fourteen days is common, but state an end date. Ingredient costs and your calendar change, and a deadline lets you release the date to another client if they do not respond.
Set a lock-in date, usually 5 to 7 days before the event. Increases are billed at the per-guest rate if you can accommodate them. Decreases after the lock date usually do not reduce the fee because the food is already purchased.
Yes, if the quote states that changes to the menu, guest count, or service hours are billed separately. Confirm the changes and new price in writing, such as by email or text, before you do the extra work.
Use the Private Chef invoice template to bill the client, or convert this estimate once it's approved.
Private Chef invoice template