AvoCatering Estimate Template (Free Fillable PDF)
A catering estimate the client can say yes to: scope in plain words, every line priced, a valid-until date and a deposit rule, all on one page. Same layout as the invoice, so nothing is retyped when the job is approved.
Free, fillable, US Letter. No email, no sign-up.
What the PDF looks like. Hints in the line table show what a caterer usually prices; type over them.
What to include on a catering estimate
- Your business name, license and contactThe same header as your invoice, so the two documents match.
- Client and job addressWhere the work will happen.
- Estimate number and date, valid-until date30 days is standard; the date stops old estimates being accepted later.
- Scope in plain wordsWhat is included and, just as important, what is not.
- Line items with quantitiesThe lines a caterer typically bills: menu: guests × per-person price, bar / beverage package, staff: servers, bartenders, rentals, delivery, setup.
- Allowances and exclusionsMaterials chosen by the client, permits, disposal: say whether they are in or out.
- Deposit and payment scheduleDeposit on acceptance, balance on completion, or progress payments for longer jobs.
- Acceptance lineName, signature, date. A signed estimate is your approval record.
Example catering estimate
The same lines the job will be invoiced for, without the deposit or credits. Keep quantities visible so the client sees what changes if the scope changes.
| Description | Qty × rate | Amount |
|---|---|---|
| Plated dinner, 94 guests (final count Mar 10) | 94 × $55.00 | $5,170.00 |
| Bar service, 2 bartenders, 6 h | 12 h × $45.00 | $540.00 |
| Rentals: linens, china, glassware | 1 lot | $680.00 |
| Service charge 18% on food and beverage | $930.60 | |
| Total due | $7,320.60 | |
How to use the template
- Download the PDFFillable form, opens in any PDF reader on a computer or phone.
- Fill in your details onceHeader, terms and deposit rule. Save it as your master copy.
- Add the job and sendLines, quantities, valid-until date. Export and send; when the client says yes, turn it into the invoice.
Fill it on your iPhone in a minute instead
Avo keeps your clients and your usual line items, so the next invoice is three taps. Your first three documents are free, full-quality PDF, no watermark. Premium from $59.99/year if you invoice often.
Scan the code with your iPhone camera to open Avo in the App Store, or email yourself the link.
Questions
What is the difference between an estimate and a quote?
An estimate is an educated approximation that can change when the scope changes; a quote is a fixed price the client accepts. Call the document an Estimate unless you are prepared to hold the number. Both should have an expiry date.
How long should an estimate be valid?
30 days is standard for trades; 14 days if material prices move quickly. Put the date on the document so an old estimate cannot be accepted months later.
Should I ask for a deposit on an estimate?
Yes for new clients and for jobs with materials: state the deposit on the estimate (commonly 25-50%) so it is agreed before work starts, then show it as a credit on the invoice.
Can I turn this estimate into an invoice?
Yes. Keep the line items, change the title, remove the expiry line, add the invoice number and due date, and subtract any deposit received. An app that does this in one tap saves retyping every job.
Does this estimate template work for catering jobs of any size?
Yes. For small jobs use three or four lines; for larger ones add a scope paragraph in the notes and bill by milestone. The matching catering invoice template uses the same layout.