Caterer quote template South Africa

A single total for “catering as discussed” might close a friend-of-a-friend job; it destroys margin on anything larger. Break the deliverables into clear buckets:

• Menu package and service style — plated, buffet, family-style, cocktail canapés, or drop-off only. Name courses or stations, portion assumptions (e.g. “two proteins plus vegetarian mains”), and whether seconds are allowed on buffet lines or priced as extra.
• Per-head pricing and minimums — adult rate, children's rate, vendor or supplier meals if required by the venue, and a minimum guest number or revenue floor. State whether VAT is included or added on so the client is not comparing your ex-VAT figure to someone else's inclusive price.
• Dietary and certification requirements — Halaal-supervised, kosher-style (if you partner a certified kitchen), vegetarian, vegan, gluten-free, or allergen-conscious menus. Price substitutions or parallel dishes separately if they increase prep time or ingredient cost — silence here is how you absorb four bespoke plates for free.
• Beverages — included soft drinks and water, cordials, coffee and tea service, whether wine or spirits are BYO or supplied under your liquor arrangement (and who holds the temporary event licence if applicable). If the client supplies alcohol, say whether glassware and ice are in scope.
• Service staff and kitchen coverage — chefs, runners, bartenders, supervisors, hours on site, and overtime or after-midnight clauses for receptions. If staffing is bundled into per-head, say so; if it is itemised, show hours or headcount bands.
• Equipment, crockery, and linens — chafing dishes, plateware rentals, glassware, table linen, napkins, and collection / return logistics. Third-party rental mark-up should be disclosed or agreed as a handling fee.
• Delivery, transport, and fuel — distance from your kitchen, vehicle access at venue, offloading time, and whether setup is a separate line from service.

If your catering business is a registered VAT vendor, standard-rated food and related services attract 15% VAT in most cases. Show subtotal, VAT, and total on the quote. Corporate procurement and estate agents paying from trust accounts often reject ambiguous totals — give them the same structure they see on your tax invoice later.

Below the VAT threshold, quote an all-in ZAR figure with no VAT line and state that you are not registered. Do not issue “VAT invoices” you cannot defend in a SARS review.

Cash flow on high-ingredient events depends on rules you put on paper before you order prawns:

• Deposit on acceptance — commonly 30–50% to secure the date and cover early ordering; state the due date and that the date is not held until the deposit clears.
• Final guest count cut-off — e.g. 7 or 14 days before the event; bill at confirmed final number or last agreed figure, whichever your policy is — but write it down.
• Balance due — before service, on delivery, or within an agreed number of days after the function; late payment interest only if your terms allow it and you actually intend to enforce it.

Quote should reference what the venue provides — on-site kitchen, power for warmers, fridge space, scullery, rubbish removal — and what you bring. If the venue has no cooking facilities, your equipment and generator line items matter; load-shedding risk during service is a real commercial topic in South Africa — either you price resilience (UPS, backup, adjusted menu) or exclude liability beyond reasonable backup for items you control.

State your policy on leftovers (client takeaway vs disposal for HACCP reasons) and time limits for food held hot. Your quote is not a food-safety manual, but one sentence on who is responsible after handover reduces arguments when Uncle fetches trays three hours later.

If you use subcontractors (bar service, dessert supplier, cake baker), name whether their fees flow through your quote or are direct to the client — ambiguity creates duplicate billing or gaps.

Spell out what happens if the client cancels or moves the date: forfeiture of deposit, percentage due at different notice windows, and whether credits apply to a future date within a set period. Short, plain wording beats a ten-page policy nobody reads until there is a dispute.

• No minimum guest number on a Saturday peak date — you turn away other revenue and get forty attendees.
• Unlimited menu swaps after the deposit — your prep sheet becomes fiction.
• Staffing quoted “as needed” — the client hears full white-glove service for buffet pricing.
• Omitting cake-cutting or midnight snack as excluded — you become everyone's default for free extras.
• Quoting corkage or venue fees you have not confirmed — you absorb R4,000 in surprises.