Question

Create an reasonable invoice quote for the following:
Chicken
Salmon
Yellow Rice
Macaroni and Cheese
Broccoli
Green Beans
Honey Butter Rolls
Yeast Rolls
Sweet Tea
Lemonade

We are preparing to host 80-100 people.
Include delivery fee
The company want to rent your (4) rectangular chafing warmers and (2) round chafing warmers sets. Include sterno fuels and cleaning fee.

Answer 1

Quote / Pro Forma Invoice
Prepared for: [Client / Event Host]
Prepared by: [Your Catering Company]
Date: [MM/DD/YYYY]
Event size quoted for: up to 100 guests (please confirm final headcount — final invoice will be adjusted to actual guest count)

Itemized quote (based on a 60% chicken / 40% salmon protein split for a buffet)

Food (prepared hot, buffet style)
- Roasted Chicken (60 servings) — $4.50 each — $270.00
- Baked/Grilled Salmon (40 servings) — $8.00 each — $320.00
- Yellow Rice (100 servings) — $0.75 each — $75.00
- Macaroni & Cheese (100 servings) — $1.75 each — $175.00
- Steamed Broccoli (100 servings) — $1.00 each — $100.00
- Green Beans (100 servings) — $1.00 each — $100.00
- Honey Butter Rolls (100 pieces — ~1 per guest) — $0.50 each — $50.00
- Yeast Rolls (100 pieces — ~1 per guest) — $0.50 each — $50.00
- Sweet Tea (100 servings) — $0.75 each — $75.00
- Lemonade (100 servings) — $0.75 each — $75.00

Food subtotal: $1,290.00

Equipment rental & service
- Rectangular chafing warmer sets (4 sets) — $35.00 each — $140.00
- Round chafing warmer sets (2 sets) — $30.00 each — $60.00
- Sterno fuel (estimate: 12 cans) — $1.50 each — $18.00
- Cleaning / setup / teardown fee (flat) — $75.00
- Delivery fee (local) — $75.00

Equipment & service subtotal: $368.00

Order subtotal (food + equipment & service): $1,658.00

Estimated sales tax (example 8% — tax rate depends on location): $132.64

Estimated GRAND TOTAL (including 8% tax): $1,790.64

Notes & terms
- This quote is based on up to 100 guests. If final headcount is lower (e.g., 80), we will reduce quantities and provide a revised invoice. As an example, approximate total for 80 guests (same menu, same equipment) would be about $1,512 (final will depend on exact items/quantities and tax).
- Prices include food preparation, disposable buffet trays/pans, serving utensils, and standard buffet setup. China/flatware/servers are extra if requested.
- 50% deposit required to secure date; remaining balance due 7 days prior to event (or on delivery, depending on arrangement).
- Cancellation policy: deposit refundable up to [X] days before event (please confirm).
- Sales tax, gratuity, and any venue service fees are not included in the quoted amount unless specified.
- Sterno and chafers included for warming during event. Extra fuel can provided at $1.50/can if extended service time is required.

To finalize this quote, please confirm:
- Event date, time, and delivery address
- Final guest count (estimate between 80–100)
- Whether you want both roll types served (we currently included both, 1 each per guest)
- Any dietary restrictions or special requests

If you’d like, I can revise this quote for a different protein split (e.g., equal portions) or provide per-person pricing so you can scale to the final headcount.