Personal chefs cook for private clients in their homes or prepare meals in their own licensed space and deliver them. Typical work includes weekly meal prep, in-home dinner parties, special diet cooking, and short-term help after a birth or surgery. Invoices usually combine a service fee with groceries and other costs passed through to the client.
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Invoice_1001_Client_2026-10-14.pdf
Most personal chefs charge a service fee plus the actual cost of groceries, listed separately. The service fee is set per cook session (a weekly meal prep day of 4 to 6 hours), per meal or per portion, or per person for dinner parties and events. Some chefs use an hourly rate that covers shopping, cooking, packing, and cleanup, while others use a flat weekly package such as five dinners for a family of four. Groceries are billed at receipt cost, sometimes with a small handling markup of 0 to 15 percent that should be stated up front. Travel, specialty equipment rental, hired help such as a server or assistant, and containers are commonly itemized. Recurring clients often get a weekly or monthly rate, while one-off events usually carry a minimum fee and a deposit.
| Service | Priced | Typical range |
|---|---|---|
| Weekly meal prep session (4-6 hours, cooking at client's home) | per session | $250-600 |
| Hourly cooking and shopping time | per hour | $40-90 |
| Meal prep priced by portion (delivered or in-home) | per portion | $10-25 |
| In-home dinner party or multi-course tasting dinner | per person | $75-200 |
| Grocery shopping when billed as a separate task | per trip | $30-75 |
| Server or kitchen assistant for events | per hour | $25-45 |
| Cooking class or private lesson in the client's home | per session | $150-400 |
| Travel outside the normal service area | per mile or flat fee | $0.67 per mile or $25-75 |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Weekly meal prep, 5 dinners for family of 4 (shopping, cooking, packing, kitchen cleanup) | 1 session | $425.00 | $425.00 |
| Groceries per attached receipts (Whole Foods, farmers market) | 1 lump sum | $187.64 | $187.64 |
| Glass storage containers and labels | 1 set | $18.00 | $18.00 |
| Additional gluten-free dessert, 8 portions | 8 portion | $6.00 | $48.00 |
| Mileage to second grocery stop | 14 mile | $0.67 | $9.38 |
| Total | $688.02 | ||
Notes: Service week of March 10. Receipts attached for all grocery charges. Payment due within 7 days of invoice date by bank transfer, card, or check. Menus and reheating instructions were left in the refrigerator. Please give 48 hours notice to change or cancel a cook day.
Shows which meals were delivered for which week, which settles questions about what was included in the fee.
Clients want to see what they pay for your labor versus food cost, and separation makes disputes about price easier to resolve.
Passing through actual cost is only credible with proof, and clients often ask to see it.
Records that you prepared meals per agreed restrictions, which is useful if a question about an ingredient comes up later.
A grocery markup should be a visible line or a stated percentage so it is not mistaken for padding.
Costs outside the base fee are the most common source of surprise on a bill and should be itemized.
Local rules differ, and some clients or venues ask for proof. Listing your license number can help establish credibility.
Recurring clients are usually invoiced weekly or biweekly with payment due in 3 to 7 days, or billed monthly in advance for a set number of cook days. For dinner parties and events, a deposit of 25 to 50 percent at booking is common, with the balance due before or on the event day. Many chefs require groceries to be reimbursed quickly or collect a grocery float up front so they are not financing the client's food. Late fees of 1.5 percent per month are used by some, though a simple clear policy and a pause on service for unpaid invoices is often more effective. Payment is typically accepted by card, bank transfer, or check, and a short cancellation policy (24 to 72 hours notice) is standard.
Ask for a prepaid amount, such as $200 to $400, to cover the first shops. This keeps you from carrying large grocery costs on your own card, and you can reconcile against receipts on each invoice.
Menu planning, shopping, and travel are real labor. Build them into your session fee or list them as separate lines so clients understand why a 4-hour cook day costs more than 4 hours of cooking.
Since you buy ingredients ahead, a late cancellation costs you money. State the notice period and what you will charge if food has already been purchased.
Allergy-safe, keto, renal, or multi-diet households take extra care in sourcing, cross-contact prevention, and recipe development. A small surcharge or higher base fee is reasonable.
Business mileage and food purchases are items to track carefully. Ask your tax preparer how to treat client-reimbursed groceries so they are not counted twice.
Most personal chefs list groceries separately at actual cost, because food prices vary by menu and week. A flat all-inclusive price works for fixed packages, but you take on the risk of price increases. Whichever you pick, state it in your agreement.
Yes, many chefs add a modest handling fee, often 0 to 15 percent, to cover shopping logistics. Tell the client before the first job and show it as its own line, so it is clear and agreed in advance.
It depends on the state. Some states tax prepared food or meal services, and some tax only the food, not labor. Check with your state tax agency or an accountant to see how your services are treated.
Invoice at the end of each cook week, or at the start of the week for prepaid arrangements. Regular weekly billing keeps the amounts small, and it makes it easier to notice a late payment right away.
Your cancellation policy should cover this. Typically, you charge the service fee per policy and bill for any non-returnable ingredients. Offer to deliver the food to the client or to freeze it where that makes sense.
Send a Personal Chef estimate for approval, then turn it into an invoice when the work is done.
Personal Chef estimate template