Independent pastry chefs and small bakery owners bill clients for custom cakes, dessert tables, wedding cakes, wholesale pastries, and baking for restaurants, cafes, and events. Invoices usually cover a mix of product, design time, delivery and setup, and rentals such as stands or cake pillars.
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Pastry work is priced mostly by the unit of product: per slice or serving for wedding and tiered cakes, per dozen for cookies, cupcakes, and macarons, per piece for entremets and tarts, and per item for wholesale. Custom design work such as sugar flowers, fondant sculpting, or hand-painting is often added as a separate line, billed as a flat fee or an hourly charge. Many pastry chefs set a minimum order, charge delivery by distance, and add setup fees for large installations. Cake stands, boxes, and cake boards are either included, sold, or rented with a refundable deposit. Wholesale accounts are usually priced per unit at a discount of 30 to 50 percent off retail, with standing weekly orders. Consulting, recipe development, and private classes are billed hourly or per session. Most price from ingredient cost, labor hours, and overhead, since butter, chocolate, and nut prices shift through the year.
| 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.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Three-tier wedding cake, vanilla bean sponge with raspberry filling, buttercream finish (100 servings) | 100 servings | $8.00 | $800.00 |
| Hand-piped sugar flower cascade design | 1 flat fee | $150.00 | $150.00 |
| Cupcakes, assorted flavors, 3 dozen | 3 dozen | $45.00 | $135.00 |
| Cake stand rental (refundable deposit billed separately) | 1 rental | $30.00 | $30.00 |
| Delivery and on-site setup, 28 miles | 1 delivery | $95.00 | $95.00 |
| Total | $1,210.00 | ||
Notes: Deposit of $500 received on booking is shown as a credit. Balance due 14 days before the event date. Cake stand deposit of $75 will be refunded when the stand is returned within 3 days of the event. Please confirm allergen requirements in writing; products are made in a kitchen that handles wheat, eggs, dairy, and tree nuts.
Pastry is perishable and time-sensitive, so the invoice should match the agreed delivery window and location.
Spelling out each cake and the number of servings prevents disputes about size or what was ordered.
Sugar flowers, hand-painting, and custom toppers take real labor, and showing them separately explains the price difference between a simple and an elaborate cake.
Most custom orders require a nonrefundable deposit, so the invoice should show what was paid, when, and what remains.
Stands, pillars, and display pieces need to be tracked with return dates and amounts, so the deposit refund is clear.
A short statement about common allergens helps protect you and shows the client what was agreed.
Many wholesale buyers, venues, and event planners ask for proof of a licensed kitchen. Requirements vary by state and county, so check local rules.
Custom orders usually require a nonrefundable deposit of 25 to 50 percent at booking, which holds the date on the calendar. The balance is commonly due 7 to 14 days before the event, since ingredients are bought and work begins ahead of time. Smaller orders such as a birthday cake are often paid in full when ordered. Wholesale accounts are commonly billed weekly or net 15 to 30, with some charging a late fee of 1.5 percent per month after that. Accepted payment methods usually include card, bank transfer, and digital payment apps, with cash for small local orders. Cancellation and date-change policies should be stated in your contract.
A cake cannot be taken back and resold, so avoid delivering with an unpaid balance. Set the final payment date before the event and tell clients that final guest counts lock at that time.
Intricate decoration can take more hours than baking. Listing it as its own line, such as 6 hours of sugar work, makes the price easier to defend and lets clients choose a simpler design.
Small orders cost nearly as much in setup, cleanup, and packaging as larger ones. A minimum such as $150 for delivery orders or $60 for pickup keeps tiny jobs from losing money.
Butter, chocolate, vanilla, and nut prices can change quickly. Review your price list every few months, and for large wholesale accounts include a clause allowing adjustment when costs rise.
Fragile tiered cakes may need a second person or a refrigerated vehicle. Charge by mileage or zone, plus a setup fee when you assemble on-site.
Yes, most pastry chefs do. A deposit of 25 to 50 percent secures the date and covers early ingredient and supply purchases. State clearly that it is nonrefundable and show it as a credit on the final invoice.
Add a rental fee line for use of the item, and list a refundable deposit separately with the return date and the amount. Keeping them separate avoids confusion when the deposit is returned.
It depends on the state and sometimes on the product. Many states tax prepared food or bakery items, some exempt certain groceries, and delivery or service charges may be treated differently. Check with your state revenue department or an accountant.
List items by unit with the delivery date, and include a standing order or PO number if the buyer uses one. Weekly or monthly invoices with net 15 to 30 terms are common. Keep the wholesale price list in writing.
Include a final-count deadline in your contract, often 10 to 14 days before the event. After that date, the invoice stays at the agreed servings because ingredients are already purchased and production is scheduled.
Send a Pastry Chef estimate for approval, then turn it into an invoice when the work is done.
Pastry Chef estimate template