Custom Built · The Transparent Pricing Calculator

Let's build your calculator.

This is everything I need to build your estimate calculator. It looks long because it's thorough, but most of it is copying numbers off the price list you already have. Plan on about thirty minutes.

Your answers save as you type. Close the tab, come back later, pick up where you left off. When you're finished, hit Send at the bottom.

One thing that will make this easier. This tool gives your clients an honest range, not a quote. It works best with fewer choices, not more. You do not need to put your whole menu in here. Pick the things people actually ask about first.

Your business

Business name

Your name

Best email

Phone (optional)

Website What page will this live on? What platform is your site built on? Who installs it once I send the code?

Guest count

Your calculator starts with one guest count at the top. Anything you mark "per guest" multiplies by that number automatically, so nobody is tapping a plus button two hundred times.

What should the field be called?

Smallest event you take

Largest you'd quote here

Number it starts on

The starting number is just what shows before anyone touches it. Pick something close to a typical event for you.

Is there a guest minimum below which you won't book?

Your menu

Group things the way you'd talk about them on a call. Give each item a low and a high price. If a price is firm, put the same number in both boxes.

Keep it tight. Six items per section, five sections at most. If you're staring at your price list wondering whether to include something, that's usually a no. The clients who need more detail than this are the ones you want on the phone anyway.

Per guest or flat?

Mark every item. Per guest multiplies by the guest count (a plated entrée, a passed appetizer). Flat is one price no matter the headcount, and the client picks how many they want (a keg, a bar setup, a staffing fee, a cake table).

Anything on your price list you deliberately left out, and why?

China or disposable

There's more than one way caterers handle this and they build differently. Pick the one that matches how you actually price it.

A switch at the top. Same menu items either way, but the price per guest changes depending on whether it's china or disposable. The client flips it and everything reprices.

Separate sections. China service and disposable service are their own groups on my price list with their own items. The client picks from one or the other.

A line item. Food is priced the same regardless, and service ware is its own per-guest charge on top.

None of these. I'll explain below.

Explain how it works, and give me the numbers Do you offer other service levels? (buffet vs. plated vs. family style, stations, drop-off)

Your fees

Everything you add after the food subtotal. Service charge, staffing, delivery, rentals, travel, whatever you charge. Add a row for each.

What you call it

Percent or flat

Amount

Taxed?

If you're not sure whether a fee gets taxed in your state, choose "Not sure" and I'll flag it for you to confirm before we go live. Better to ask than to guess on someone's contract numbers.

Any fee that only applies sometimes? Do you have a minimum spend?

Tax

Sales tax rules on catering vary by state and I don't want to guess on yours.

State you operate in

Your tax rate

What does tax apply to?

Food and beverage only. Fees are not taxed.

Food plus service charges. Tax is calculated on the whole thing.

It depends on the fee. I marked which ones in section 05.

Not sure. I'll check with my accountant and send it to you.

Leave tax off the calculator entirely. I'd rather handle it in the contract.

Anything else about tax I should know?

The words on the page

Write these the way you'd say them out loud. Leave anything blank and I'll draft it for you to approve.

Small label above the title

Title

The italic word after it

One or two sentences under the title What should the subtotal line be called? The fine print under the total Is there anything you want this calculator to prevent?

Buttons and follow-up

Two things can happen at the bottom of your calculator. Someone can email themselves the estimate, which sends you a copy with everything they built. And they can click through to inquire.

Inquiry button text

Where it links

Do you want the email capture?

This is the part that turns a price check into a lead. Someone builds an estimate, sends themselves a copy, and you get an email with their name, their contact details, and exactly what they picked.

Yes. I want estimates coming to my inbox.

No. Just the calculator and the inquiry button.

Not sure yet. Build it so it can be switched on later.

The look

I'll match this to your site. If you have brand colors and fonts written down somewhere, paste them in. If not, I'll pull them from your website and send you a preview.

Brand colors Fonts Anything you want it to look like, or definitely not look like? Anything else I should know before I start?

When you hit send, this comes straight to me and I'll confirm within one business day. Save yourself a PDF copy too so you have a record of what you sent.

"Copy my answers" is the backup. If the send button ever fails, click it and paste the text into an email to info@hydrangeabloom.com.

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Got it, thank you.

Everything came through. I'll read it properly and come back to you within one business day with anything I need clarified. Your first draft lands within a week.