Price per guest, up front
Each menu line is priced per guest, adults and children apart, and a summary block puts the guest count, the cost per guest and the total at the top. When the count changes, change the quantity and every total follows.
For caterers and event companies
Catering quoting software for weddings, parties and corporate events
ExtraflowDoc lets a caterer quote an event the way clients compare them: the menu priced per guest, staff, rentals and the service charge on their own lines, two or three ways to serve side by side, and a signature that books the date.
- Quotes
- Estimates
- Proposals
- Agreements
- Work orders
- Purchase orders
- Delivery notes
- Invoices
Free plan available. No credit card required. Or build a quote in your browser with nothing to install.
Free plan, no credit cardPrice per guestE-signatures included
See it in action
What's Inside ExtraflowDoc?
Explore the screenshots for a better understanding — click any screenshot to view it full-screen.
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The ExtraflowDoc document editor
Built for the way events are booked
What a catering quote has to get right
An event client gets two or three catering quotes and compares them on one number: what it costs per guest. Everything else on the quote is there to make that number believable.
The menu on the line it belongs to
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, instead of matching a menu PDF to a price email.
Staff, rentals and the service charge apart
Attendants by the hour, delivery, serviceware or china, 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 gratuity.
Drop-off, buffet or plated, side by side
Price the same menu several ways in separate quotation tables, each with its own total. A family that cannot afford servers often books the drop-off rather than going to another caterer.
Sales tax on the right lines
Apply the local sales tax per line or to the whole quote, and combine taxes where your state or city adds its own. Each tax is calculated on the net amount, never compounded.
A signature and deposit that hold the date
Terms on the deposit, the final count date, allergies and leftovers are a saved section. The client signs to book, and the accepted quote becomes the deposit invoice in one click.
Worked example
Anatomy of a real catering quote
This is a real three-page ExtraflowDoc quote from a caterer in Atlanta to a family planning a backyard graduation party: a Southern barbecue buffet for 75 adults and 10 children, dessert, a drinks station and two buffet attendants, for $4,797.97 with tax. It is short, because a party quote is read on a phone, and it leads with the number families compare: the price per guest.
Page 1 — a letter, then the party at a glance
A short letter sets out the menu, the date and why the price follows the final guest count. A summary grid gives the three figures the family will repeat to each other: 85 guests (75 adults, 10 children), about $56 per guest all in, and the total with tax.
Page 2 — food per guest, service on its own
Food and drink come to $3,220.00, each priced per guest with the menu listed under the buffet line and kids' plates at their own price. Service, $1,185.85, covers the attendants by the hour, delivery, compostable serviceware and an 18% service charge that the quote says is not a gratuity. Georgia sales tax of $392.12 is added to all of it.
Page 3 — three ways to serve, the terms and the booking
The same menu is priced three ways side by side: drop-off with no attendants, the staffed buffet in this quote, and family style with servers and linens. Terms cover the 25% deposit, the final count date, allergies and leftovers, and the family books the date by signing.
Catering and event examples
The catering quote, the proposal and the invoice
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.
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Catering Quote Template: Buffet Per Person
A backyard party for 85: price per guest up front, service apart, three ways to serve, and a booking block.View full exampleCustomer stories
From service businesses that send quotes every week
“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
Quote from the enquiry you already logged
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 count already there.
Catering quotes in Pipedrive
Open ExtraflowDoc from the deal. The client, the event date and custom fields such as guest count, venue and dietary needs fill the quote, and menu items from your Pipedrive product catalog come in with their prices and photos.
Catering quotes in monday.com
If 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 stored back on the event.
Pricing
Per company, so the whole events team can quote
Sales, the chef and the event manager work from one plan. ExtraflowDoc charges by documents per month per company, so a busy wedding season costs the same however many people send quotes.
Free plan
USD $0/month
5 documents/month per company
- Estimates
- Quotes
- Proposals
- Invoices
- Agreements
- Purchase Orders
- Delivery Notes
- Work Orders
- Custom Documents
- Templates
- Integration with Pipedrive
- Integration with monday.com
- E-Signatures
- CPQ
- Tiered Pricing
- Volume Discounts
- Multiple Taxes
- Pricing Engine for line items (Price, Price + Markup, Price + Profit Margin)
Basic plan
USD $14.99/month
20 documents/month per company
- Estimates
- Quotes
- Proposals
- Invoices
- Agreements
- Purchase Orders
- Delivery Notes
- Work Orders
- Custom Documents
- Templates
- Integration with Pipedrive
- Integration with monday.com
- E-Signatures
- CPQ
- Tiered Pricing
- Volume Discounts
- Multiple Taxes
- Pricing Engine for line items (Price, Price + Markup, Price + Profit Margin)
Standard plan
USD $24.99/month
35 documents/month per company
- Estimates
- Quotes
- Proposals
- Invoices
- Agreements
- Purchase Orders
- Delivery Notes
- Work Orders
- Custom Documents
- Templates
- Integration with Pipedrive
- Integration with monday.com
- E-Signatures
- CPQ
- Tiered Pricing
- Volume Discounts
- Multiple Taxes
- Pricing Engine for line items (Price, Price + Markup, Price + Profit Margin)
FAQ
Catering quoting software: frequently asked questions
Including what ExtraflowDoc does not do: it is a quoting and document tool, not catering management software.
What is catering quoting software?
It is software that turns an event enquiry into a quote the client can book: the menu priced per guest, staff and rentals, service charge and tax, options and terms. ExtraflowDoc does this inside Pipedrive or monday.com, from the deal or item the enquiry created.
Can I price per guest and change the count later?
Yes. Menu lines carry the guest count as their quantity, so when the final count comes in you change the number and every line total, the tax and the grand total follow.
Does it cost menus from recipes or manage inventory?
No. ExtraflowDoc does not cost dishes from recipes, track ingredients or manage stock. You set the price per guest; ExtraflowDoc presents it, totals it and gets it signed. Keep recipe costing in your kitchen software or spreadsheet.
Does it produce kitchen sheets or schedule staff?
No. There are no kitchen production sheets, prep lists or staff schedules. You can send a run of show or an event order as a custom document from the same deal, but it is written, not generated from the menu.
Can I show drop-off, buffet and plated options?
Yes. Add a quotation table for each style of service, 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.
How do I show a service charge and sales tax?
Add the service charge as its own line in a service section and say in its description what it covers. Apply sales tax per line or to the whole quote, with more than one tax if your city adds its own.
Can I take a deposit?
The quote can include a payment schedule section stating 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.
Can I add photos of the food?
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.
Is there a free plan for a small caterer?
Yes. The free plan covers 5 documents a month with unlimited users. Paid plans start at USD $14.99/month for 20 documents, with every feature on every plan, so the price does not change when the events team grows.
Ready for the next enquiry?