Wedding Catering Calculator
The Quote That Grows Between the Menu Tasting and the Final Invoice
A caterer's advertised per-person rate is rarely the number on the final bill — service charges and sales tax stack on top, and because tax is often calculated on the subtotal plus the service fee rather than the subtotal alone, the gap between the headline rate and the actual total can be larger than couples expect.
The Formula
Subtotal = Guest Count × Per-Person Rate
Service Fee = Subtotal × Service Fee %
Tax = (Subtotal + Service Fee) × Tax %
Total = Subtotal + Service Fee + Tax
Service Fee = Subtotal × Service Fee %
Tax = (Subtotal + Service Fee) × Tax %
Total = Subtotal + Service Fee + Tax
Worked Example
| Line item | Amount |
|---|---|
| Subtotal | $10,200.00 |
| Service fee (20%) | $2,040.00 |
| Tax (8.25%, on subtotal + fee) | $1,009.80 |
| Total catering cost | $13,249.80 |
In this example, service fee and tax together added roughly 30% on top of the base subtotal — a gap large enough to change what's affordable if it isn't budgeted for from the start.
Where This Matters
- Comparing caterer quotes fairly — two caterers with the same advertised per-person rate can land at very different final totals once their service fee and local tax rate are applied.
- Avoiding budget shortfalls — couples who budget only the headline per-person rate often get caught short once the actual invoice arrives with fees and tax included.
- Negotiating contract terms — knowing exactly how much the service fee adds in dollar terms gives leverage when negotiating whether it's included in the base rate or added separately.
How to Use This Calculator
- Enter the Guest Count.
- Enter the Per-Person Rate in dollars.
- Enter the Service Fee percentage (optional).
- Enter the Tax percentage (optional).
- Select Calculate to see the subtotal, service fee, tax, and total catering cost.
Related Calculations
Check what per-guest budget you're working within using the Wedding Guest Cost Calculator, or plan the bar separately with the Wedding Alcohol Calculator.