A catering packages order form is one page where a client picks your package, enters the date and guest count, ticks any extras, and sends it. You get a request that is ready to price instead of a chat thread of questions. Build it with a multiple choice question for the package and checkboxes for add-ons.
Why a form beats a WhatsApp thread
A lot of catering inquiries start with "Rate for 80 people?" Then you ask for the date, the venue, veg or non-veg, and whether they want a live counter. By the time the answers trickle in, the client has probably messaged other caterers too.
A form asks those questions once, in the same order, for every client. The client does the typing. You open one message that already has the date, the guest count and the package, and you can reply with a price.
Use the free quote request template
List your packages so the choice is easy
Use one multiple choice question called "Choose a package". Put everything the client needs to decide inside each option, so nobody has to scroll back to your Instagram post. Name, price per head and what is included is enough. These prices are examples, so use your own:
- Silver, ₹450 per head: two starters, one main, rice, dessert (minimum 50 guests)
- Gold, ₹650 per head: three starters, two mains, rice and bread, two desserts (minimum 50 guests)
- Premium, ₹900 per head: full buffet with live starters and a dessert table (minimum 80 guests)
- Custom menu: I'll describe what I want
Keep each option to one line, because most of your clients will read this on a phone. Put the minimum guest count in the label so a party of 20 doesn't pick a package you can't serve.
The custom menu option is where conditional logic helps. A Long answer box appears only when someone picks it, and everyone else never sees it.
Let clients pick extras
Add a Checkboxes question caleld "Add-ons", with one box per extra. Write the unit into each label, because a flat fee and a per head fee get mixed up quickly. Again, example prices:
- Live dosa counter, ₹8,000 flat
- Serving staff, ₹800 per person
- Tea and coffee station, ₹60 per head
- Extra dessert, ₹80 per head
If you want the client to see a number before sending, add a calculated field for guests times the per head rate. Label it "Rough estimate. Final quote after we confirm the menu." so nobody treats it as a locked price.
The fields that let you price quickly
Everything below is something you would othherwise ask over chat. Make phone, date, guests and package required. Leave allergies and notes optional.
| Field | Block type | Why you need it |
|---|---|---|
| Name | Short answer | So you know who to greet |
| WhatsApp number | Phone number | Where you reply |
| Event date | Date | Check it against your calendar |
| Serving time | Time | Plans your kitchen and staff |
| Number of guests | Number | The biggest driver of price |
| Venue or area | Short answer | Delivery distance |
| Veg, non-veg or mixed | Multiple choice | Shapes the menu |
| Package | Multiple choice | The main choice |
| Add-ons | Checkboxes | Extras with prices |
| Allergies and notes | Long answer | Things you must know before cooking |
Build it in Qwenvo
Our team builds Qwenvo, a completely free form builder, and it suits this job well. Open the quote request template and change the questions to match the table above. Or describe your packages to the AI on the empty-form screen and edit what it gives you. The editor works like a document: type / to add a block.
In the Settings drawer, switch on email notifications to you and a confirmation email to the client, so tehy know the request landed. If your weekends fill up, set the form to clpse after a set number of responses.
Free on every account: no Qwenvo badge, a custom domain, paymdnts with a 0% platform fee, unlimited teammates, partial submissions, visit and drop-off analytics, AI triage and 180+ templates. Partial submissions show you who started the form and stopped. AI traige gives each request a priority and a short summary, which helps when several land on the same day.
Other tools are fair choices too. Tally's free plan covers unlimited forms, logic, calculations and payments, which is plenty for a package form. Branding removal, custom domains, teammates and partial submissions sit on its $29 a month Pro plan. Google Forms is free but has no built-in payments and limited design.
Two things to know about Qwenvo. It launched in October 2026, so there are few reviews yet. And if clients type in Devanagari, the per-submission PDF can't draw it, though the CSV and XLSX exports can.
Share the link where clients already ask
Paste the public link into your WhatsApp replies, your Instagram bio and your Google Business Profile. Set the link preview with your own photo, title and description so it looks like your business when it shows up in a chat.
For a cleaner address, add a subdomain on the Domains page (a CNAME at your DNS, then Verify) and pick it on the Share tab. Something like order.yourcatering.com works.
Qwenvo has no built-in QR code. Paste the link into any QR generator and print the result for tasting days and banners. If you already have a web page, the Embed option works in any builder that accepts HTML.
Questions owners ask
Should I show prices on the form?
Yes, at least the per head rate for each package. If a client's budget is far from your range, you both find out before any messages are exchanged. For large or far-away events, keep the "final quote after we confirm" line so you can adjust.
Can clients pay an advance through the form?
Yes. The Payment block runs through your own Stripe account. Qwenvo takes 0% platform fee, and Stripe's own fee applies. Stripe is the only provider, so check that it works for your business. If you take advances by UPI or bank transfer, skip the Payment block and put your details on the thank-you page.
What if a client wants a menu that isn't in a package?
Keep the "Custom menu" option. Use conditional logic to show a Long answer box where they describe dishes, budget and any dietary needs. You still get the date, guest count and venue in the same message.
Do I need a website?
No. The form has its own public link, and that is emough for WhatsApp and Instagram. If you do have a site, copy the embed code into a custom HTML block.
Open the quote request template, swap in your packages with real per head prices, and send the link to the next person who messages you for a rate.