Quotes — sending pricing to clients

Quotes

Quotes let you send professional, itemised pricing documents to clients before an event is confirmed. They're ideal for food trucks, event caterers, and corporate caterers who need to present costs clearly and get client sign-off before invoicing.

Creating a Quote

Go to Money → Quotes and click New Quote. You can create a quote from scratch or link it to an existing event.

Once inside the quote editor:

• Add client details and an optional event reference
• Click Add Line Item to include individual services or products with quantities and unit prices
• Set a Deposit Percentage to indicate the upfront amount required
• Choose a Due Date for payment and an Expiry Date after which the quote is no longer valid

Previewing and Sending

Before sending, click Preview PDF to see exactly what your client will receive. When you're happy with the layout and figures, click Send Quote to deliver it directly to your client via email from within CaterCloud.

Tracking Quote Status

Each quote displays a status so you always know where things stand:

• Draft – created but not yet sent
• Sent – delivered to the client
• Viewed – the client has opened it
• Accepted – the client has approved the quote
• Declined – the client has rejected it
• Expired – the expiry date has passed without a response

Client Responses

Clients receive a link to the client portal where they can Accept the quote or request changes. You'll be notified when they respond.

Converting to an Invoice

Once a quote is accepted, click Convert to Invoice to turn it into a payable document in one step — no re-entering details required.

> Tip: Once converted, head to Money → Invoices to manage payment and send reminders.