What to do if your quote is wrong
Finding a mistake in a quote is frustrating, but it happens to every caterer sooner or later. Whether you spot it yourself before the client responds, or the client calls you with a question: how you handle it determines whether you keep their trust. Acting fast and communicating openly matter more than the mistake itself.
Why do quotes go wrong?
Catering involves a lot of moving parts: ingredients, staff, transport, surcharges, equipment. One wrong cell, an outdated price list or a forgotten line item and the quote no longer holds. That's not failure — it's the reality of working manually with a lot of data.
The most common causes:
- Calculation errors. Complex quotes with tiered pricing, staffing costs and multiple dishes are prone to mistakes. One wrong input affects the whole total.
- Outdated purchase prices. Supplier prices change regularly. If you're working from an old price list, your quote is already behind on actual costs.
- Missing items. Transport, crockery, set-up, cleaning, permits: on larger jobs there's a good chance something slips through.
- Copy errors. Quickly adapting a quote based on an earlier version for a different client sometimes carries over incorrect figures.
What do you do when you spot the error yourself, before the client responds?
Act quickly. Send a revised version with a short, direct explanation. Don't make a big deal of the mistake, but do name it specifically so the client knows what changed.
For example: "I reviewed your quote and noticed the transport costs were missing. Please find the corrected version attached. Everything else remains unchanged." That's all. No half-page apologies, no uncertain explanations. Just factual and solution-focused.
If the error affects your total price, say so directly too. Clients appreciate honesty. What they don't appreciate is being surprised by a different price than they expected.
How do you handle a client who found the error?
Listen first, defend nothing. A client who reports a mistake is either right or has a misunderstanding. Both are fixable — but only if you don't get defensive.
Ask what the client noticed and confirm or correct it. Sometimes it's a difference in interpretation, not a real error. Sometimes it's a genuine miscalculation. In both cases the solution is the same: send a revised quote, explain what changed, and check whether the client is happy with the new version.
Has the client already agreed and you discover an error that raises your price? That's a more sensitive situation. Small differences you can absorb yourself. Larger price differences require an open conversation. Explain how the error happened, what the correct price would be, and work out how to handle it together. Don't impose anything unilaterally — an accepted quote carries legal weight.
What can you still change after the client has agreed?
- Small typographical errors (client name, date, wrong unit) can always be corrected without issue.
- Missing items the client already expected but that weren't on the quote: discuss them first.
- Price changes after agreement are legally sensitive. You can't impose them unilaterally. Explain the situation and ask the client to approve the corrected version.
How do you prevent quote errors in future?
- Use fixed templates with pre-set calculation rules. The less you fill in manually, the less can go wrong.
- Have someone else check the quote before you send it, even just a quick scan of the total and the main line items.
- Keep your ingredient and supplier prices current. Review them at the start of each quarter.
- Add a standard buffer for unforeseen costs. Five percent on the total gives you room to absorb small discrepancies.
Frequently asked questions
Am I obliged to honour a lower price if I made a calculation error?
If the client hasn't accepted the quote yet, you can send a corrected version. If they've already agreed, a contract has been formed and the situation is more complex. For large price differences it's worth getting legal advice, but in practice an honest conversation usually resolves it.
How long do I have to fix an error after sending the quote?
As soon as possible. The sooner you correct it, the less chance the client makes decisions based on wrong information. Send the corrected version the same day or the following morning when you discover the error.
Should I call or email the client when I find an error?
For small corrections, an email with a revised quote is enough. For larger price changes, a call is better so you can explain what happened directly. Always follow up in writing afterwards.
What if the client knows there's an error and tries to take advantage?
Be clear: you made a mistake and the corrected price is X. Acknowledge that this is unexpected, but explain that the corrected price is the only viable one for your business. Most clients respect honesty more than an unrealistic price.
How do I stop accidentally copying wrong prices from an old quote?
Use up-to-date templates that pull prices automatically. If you use software, store ingredient costs centrally so every new quote always uses the latest prices. Make a habit of checking the major cost lines before you send.
Catermonkey helps you avoid quote errors with fixed templates and automatic calculations based on your current recipes and prices.
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