Question

Create an reasonable invoice quote for the following:
Chicken (2 pieces per person)
Salmon (1piece per person
Yellow Rice
Homemade 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 and pick up fee

Answer 1

CATERING QUOTE / PROFORMA INVOICE
Prepared for: [Client / Event Name]
Event date: [TBD] Event location: [TBD]
Quote valid for 30 days

Estimated guest count: 80–100 (this quote shows totals for 80, 90 (mid), and 100 guests; an exact final invoice will follow once final guest count is confirmed)

Menu (served buffet-style)
- Chicken — 2 pieces per person
- Salmon — 1 piece per person
- Yellow Rice
- Homemade Macaroni & Cheese
- Broccoli
- Green Beans
- Honey Butter Rolls
- Yeast Rolls
- Sweet Tea
- Lemonade

Itemized pricing (per person basis)
- Food & preparation (protein + all sides, rolls, drinks): $17.75 / person
- Service & food handling (prep, plating, to-go packaging as needed): $4.25 / person
- Total per person (food + service): $22.00 / person

Equipment rental & event fees (flat)
- Rectangular chafing warmer sets (4) — includes lids, full-size pans: $35.00 each — Qty 4 = $140.00
- Round chafing warmer sets (2) — includes lids, round pans: $35.00 each — Qty 2 = $70.00
- Sterno fuel (supply for event / replacement fuel cans): $36.00 (estimate)
- Delivery fee (local): $75.00
- Cleaning, sanitizing & pickup (post-event service & pickup of rental equipment): $150.00

Subtotal of rentals & fees = $471.00

Estimated totals
1) For 80 guests
- Food & service: 80 x $22.00 = $1,760.00
- Rentals & fees = $471.00
- Estimated total (before tax) = $2,231.00

2) For 90 guests (recommended midpoint example)
- Food & service: 90 x $22.00 = $1,980.00
- Rentals & fees = $471.00
- Estimated total (before tax) = $2,451.00

3) For 100 guests
- Food & service: 100 x $22.00 = $2,200.00
- Rentals & fees = $471.00
- Estimated total (before tax) = $2,671.00

Notes
- Sales tax is not included in the totals and will be added to the final invoice according to applicable local/state tax.
- Quantities to prepare (estimates):
- Chicken: 160–200 pieces (2 pieces per person)
- Salmon: 80–100 fillets (1 piece per person)
- Full-size steam table pans of sides and appropriate rolls/drinks to cover guest count (we will confirm pan & portion counts when guest count is final)
- Staffing: This quote assumes food is delivered, set up, and left on chafers for self-serve. If you require on-site attendants/server(s) or carving station(s), an additional staffing fee will apply (typically $25–$40/hr per attendant depending on hours and duties).
- Sterno & chafing setup included. We will provide replacement fuel during the event if required; unusually long events may require additional sterno and will be billed accordingly.
- Setup time: please allow 60–90 minutes for delivery and setup. Pickup typically occurs next business day (included). Same-day pickup can be arranged for an additional fee.
- Deposit & payment: 50% deposit to reserve date. Remaining balance due 7 days before event (or at delivery if within 7 days). We accept check, ACH, or card (card fees may apply).
- Cancellation: Deposit refundable less costs if cancelled more than 14 days prior. Within 14 days, deposit is non-refundable (unless we can rebook the date).

If you’d like, I can:
- Convert this to a formal PDF invoice with your company/event name and signature lines;
- Adjust pricing for a confirmed guest count (80, 90, or 100);
- Add optional staffing rates and event timeline;
- Provide menu notes for dietary restrictions (vegetarian, gluten-free options) and their pricing.

Please confirm the final guest count, event date, delivery address, and whether you want attendants so I can finalize and send a formal invoice.