Generating a quote from an event

Generating a Quote from an Event

Once an event is set up in CaterCloud, you can build and send a quote directly from the event record — no need to switch to a separate module. This workflow is ideal for caterers who want to keep pricing, line items, and client communication in one place.

Before You Start

Make sure the event has the key details filled in — date, guest count, and any cost items you want to pull through. The Financials section on the event record gives you a live view of Estimated Revenue, Confirmed, and Projected Profit fields, which feed into your quoting picture.

Opening the Quote Builder

1. Navigate to the event by going to Events and selecting the relevant record.
2. Inside the event, locate the quote option — this opens the quote builder for that event.
3. The builder will pre-populate line items based on the costs and services already attached to the event.

Reviewing Line Items

• Check each line item for description, quantity, and unit price.
• Add, edit, or remove lines as needed to reflect the final scope of the job.
• Totals update automatically as you adjust line items.

Reviewing Financials

Cross-reference the quote total against the Financials section:

• Estimated Revenue — your expected income from this event.
• Confirmed — revenue you've locked in.
• Projected Profit — your anticipated margin.

Update these fields to stay aligned with what the quote reflects.

Sending the Quote

1. Once the quote looks right, use the send option to deliver it to the client.
2. CaterCloud generates a public quote page your client can view in their browser — no login required.
3. From that page, clients can accept or decline the quote, and proceed to payment if accepting.

After the Quote Is Sent

• The event record updates to reflect the quote status.
• If the client declines, you'll see that status on the event and can follow up or revise.

> Tip: Keep your Projected Profit field updated as you finalise line items — it's a quick way to sanity-check your margin before hitting send.