For caterers and event companies
ExtraflowDoc lets a caterer quote an event the way clients compare them: the menu priced per head, staff, equipment hire and the service charge on their own lines, two or three service styles side by side, and a signature that secures the date.
Free plan available. No credit card required. Or build a quote in your browser with nothing to install.
See it in action
Explore the screenshots for a better understanding — click any screenshot to view it full-screen.
The ExtraflowDoc document editor
Built for the way events are booked
Someone planning an event gets two or three catering quotes and compares them on one figure: the cost per head. Everything else on the quote is there to make that figure believable.
Each menu line is priced per head, adults and children separately, and a summary block puts the guest numbers, the cost per head and the total at the top. When the numbers change, change the quantity and every total follows.
List the dishes under the buffet line as its description, with a photo of the spread. The client reads the menu and the price together, rather than matching a menu PDF to an email of prices.
Waiting staff by the hour, delivery, disposables or crockery hire, and the service charge each get their own line in a service section. Clients stop asking what the extra 18% is when the quote says it is not a tip.
Price the same menu several ways in separate quotation tables, each with its own total. A family that cannot stretch to waiting staff will often book the drop-off rather than go to another caterer.
Apply VAT per line or to the whole quote, and combine rates in one document where lines are taxed differently. Each tax is calculated on the net amount, never compounded on another.
Terms on the deposit, the date for final numbers, allergens and leftovers are a saved section. The client signs to book, and the accepted quote becomes the deposit invoice in one click.
Worked example
This is a real three-page ExtraflowDoc quote from a caterer in Atlanta to a family planning a graduation party in the garden: a Southern barbecue buffet for 75 adults and 10 children, dessert, a drinks station and two buffet staff, for $4,797.97 including tax. It is kept short, because a party quote gets read on a mobile, and it opens with the figure families compare: the price per head.
A short covering letter sets out the menu, the date and why the price follows the final numbers. A summary grid shows the three figures the family will pass round: 85 guests (75 adults, 10 children), roughly $56 a head all in, and the total including tax.
Food and drink come to $3,220.00, each priced per head, with the menu listed under the buffet line and children's plates at their own price. Service, $1,185.85, covers buffet staff by the hour, delivery, compostable disposables and an 18% service charge that the quote states is not a tip. Georgia sales tax of $392.12 is added to the lot.
The same menu is priced three ways side by side: drop-off with no staff, the staffed buffet in this quote, and sharing platters at the table with waiting staff and table linen. Terms cover the 25% deposit, the date for final numbers, allergens and leftovers, and the family secures the date by signing.
Catering and event examples
The full party catering quote, a corporate dinner proposal, an event proposal and the invoice a caterer sends after a wedding. Click any example to open it.
Catering Quote Template: Buffet Per Person
A garden party for 85: price per head up front, service separate, three ways to serve, and a booking block.View full exampleCustomer stories
“ExtraflowDoc saved us hours every week. We send professional cleaning quotes in minutes instead of hours.”
“The Pipedrive integration is seamless. All our client data auto-fills perfectly.”
“Very intuitive. Our team was creating professional proposals on day one with zero training.”
Integrations
ExtraflowDoc installs into Pipedrive and monday.com, so the quote is built on the deal or item the enquiry created, with the date, the venue and the guest numbers already filled in.
Open ExtraflowDoc from the deal. The client, the event date and custom fields such as guest numbers, venue and dietary requirements fill the quote, and menu items from your Pipedrive product catalogue come in with their prices and photos.
If your events run on a monday.com board, build the quote from the item. Columns such as date, guests and service style fill the document, and the booked quote is saved back on the event.
Pricing
Sales, the head chef and the events manager work from one plan. ExtraflowDoc charges by documents per month per company, so a busy wedding season costs the same however many people are sending quotes.
£0.00/month
5 documents/month per company
£11.80/month
20 documents/month per company
£19.68/month
35 documents/month per company
FAQ
Including what ExtraflowDoc does not do: it is a quoting and document tool, not catering management software.
It is software that turns an event enquiry into a quote the client can book: the menu priced per head, staff and hire, service charge and VAT, options and terms. ExtraflowDoc does this inside Pipedrive or monday.com, from the deal or item the enquiry created.
Yes. Menu lines carry the guest numbers as their quantity, so when final numbers come in you change the figure and every line total, the VAT and the grand total follow.
No. ExtraflowDoc does not cost dishes from recipes, track ingredients or manage stock. You set the price per head; ExtraflowDoc presents it, totals it and gets it signed. Keep recipe costing in your kitchen software or spreadsheet.
No. ExtraflowDoc does not produce kitchen production sheets, prep lists or staff rotas. You can send a running order or a function sheet as a custom document from the same deal, but you write it; it is not generated from the menu.
Yes. Add a quotation table for each service style, each with its own total, and the client compares them side by side. Each table is a fixed option; the client tells you which one to book.
Add the service charge as its own line in a service section and say in its description what it covers. Apply VAT per line or to the whole quote, with more than one rate if lines are taxed differently.
The quote can include a payment schedule section setting out the deposit and the balance, and the accepted quote turns into the deposit invoice in one click. ExtraflowDoc writes the invoice; how the client pays it is up to you.
Yes. Each line item can carry several photos, and gallery sections show past events with a short description. Upload them once to the shared media library and use them in every quote.
Yes. The free plan covers 5 documents a month with unlimited users. Paid plans start at £11.80/month for 20 documents, with every feature on every plan, so the price stays the same as the events team grows.
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