Can I still change the guest count?

Yes. Before approval, edit the quote. Afterwards, convert it into an invoice and update the quantity there.

Can the customer choose between two menus in one quote?

No, optional lines are not available. Create two quotes so the customer can approve one.

Can I add hourly staffing?

Yes. Create a product with hour as the unit and enter the hours, including decimal values.

Catering and hospitality

An event quote per person or menu

A wedding for 120 guests, a staff party or an opening reception: customers want a quick price, but guest numbers often change in the weeks before the event. A per-person or per-menu quote avoids constant recalculation.

Why per-person pricing works

A single event price needs recalculating whenever ten guests are added or removed. Per-person pricing means changing one quantity and makes the cost of an extra guest clear. Keep equipment hire, setup, transport and hourly staffing on separate lines. This also explains why a smaller group is not proportionately cheaper.

State the deadline for changing guest numbers in your quote, for example seven days before the event. After that, invoice the agreed minimum even if fewer people attend.

In ProFactuur

How to do it, step by step

1
Create your menus as products
Create a product for each package, such as Walking dinner, per person, or Reception with canapés, per person. Use item as the unit and put per person in the name. Set up equipment and transport as flat-rate items.
2
Enter the guest count
Select the package and enter the guest count on the quote. Add staffing by the hour and equipment hire at a flat rate. ProFactuur calculates each line and the total.
3
Get online approval
On a paid plan, email the quote. The customer approves with their name and signature or declines with a reason. The time and IP address are recorded.
4
Adjust the quantity on the invoice
If guest numbers change after approval, convert the quote into an invoice and update the quantity there. The approved quote remains stored as evidence.

Example

Example: walking dinner for a wedding

A caterer prepares a quote for 85 guests. VAT rates are illustrative: the applicable rate depends on what you supply and whether service is included.

Walking dinner, 85 people at €42.00	€3,570.00
Service, 4 staff, 5 hours at €38.00	€760.00
Crockery and glass hire, flat rate	€240.00
Transport and setup, flat rate	€150.00
Total excluding VAT	€4,720.00

If the customer confirms 92 guests a week before the party, the first line becomes €3,864.00 and the rest stays unchanged. Set VAT per line as explained on the catering VAT rates page.

Options and customer choices

If a customer is choosing between a walking dinner and a buffet, create two separate quotes. The overview shows which they viewed and approved. Optional lines for customers to tick are not available. Give quotes an expiry date: a peak-season date may be fully booked if a customer approves three months later.

Add your terms and conditions in settings, including cancellation rules and the final guest-count deadline. After approval, you usually request a deposit. Read how to handle a booking deposit and a final invoice after the event.

Frequently asked questions

More for caterers

Booking deposits and final invoices after the event

A deposit on booking and a final invoice after the event.

Different VAT rates on one catering invoice

Meals, drinks and delivery without service, with a separate rate per line.

All about invoicing for catering and hospitality View pricing

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