This is a free party planner quote template, the price quote kind, for the events people actually throw: birthdays, showers, anniversaries, graduations, the fortieth that must not be called a fortieth. Planning tiers sit at the top, the vendor and rental lines in the middle where the money moves, décor priced piece by piece, and event-day staffing people-times-hours at the end. Load it in the builder, delete what this party doesn't need, and price the rest.
Party clients have wedding expectations on birthday budgets, which makes the itemized quote your best negotiating tool. When the balloon installation, the bounce house, and the photographer are separate visible lines, trimming the budget is the client's choice among real options instead of a discount conversation about one opaque number. The vendor lines carry your cost underneath, so whatever survives the trim still pays you.
Every section below loads into the builder exactly as listed. This is the actual checklist, not a preview of one. Delete what your job doesn’t need and price the rest.
Full planning and day-of coordination as separate tiers, planning hours billed as hours, and the theme and concept priced like the creative work it is.
Venue, catering and cake, entertainment priced each, the rental lines from tables to bounce houses, and the photographer, each with your cost underneath.
Vendor lines carry your cost and the client price.
Decorations and setup, balloon installations priced each, favors per person, and the signage that makes the theme official.
On-site coordination by the hour, setup crew priced people-times-hours, and the cleanup line, because the party ends but the venue deposit doesn't care.
Staff price people × hours via the multiplier.
Open it in the builder and the party is already structured: planning, vendors and rentals, décor, event day. Delete what this party doesn't need. A kids' birthday with entertainment and a bounce house is four lines, quoted at school pickup.
Put in your rates and what each line costs you: your planning hours, the entertainer, the rental company underneath each line. The P&L updates while you type, so the budget trim takes lines with it instead of your margin.
Export a clean client quote: services, rentals, prices, one total. It's generated from a copy that never held your costs, margins, or internal notes, so there is nothing in the file to scrub and nothing for a curious host to find.
The full guide (units, tax math, deposits, exports) lives on the Help page. It’s genuinely thorough. We’re as surprised as you.
Four sections: planning (full planning, day-of coordination, planning hours, the theme and concept), vendors and rentals (venue, catering and cake coordination, entertainment priced each, rentals from tables to bounce houses, the photographer), design and décor (setup, balloon installations, favors per person, signage), and event day with setup crew priced people-times-hours through cleanup. Every rental and vendor is its own visible line, which is what makes the budget conversation survivable.
Full party planning averages around $1,630 with most jobs between $830 and $3,200, while simpler engagements average nearer $750, commonly $500 to $800. Kids' parties typically run $350 to $1,200, day-of coordination $600 to $1,800, hourly work $90 to $275, and full-service planning 15 to 25 percent of the event budget. Guest count, venue, and how much the theme insists on drive the number.
That's the question every party client asks, and the quote is the answer. The vendor lines show what's being coordinated: sourcing, contracts, scheduling, delivery windows, and the day-of orchestration that turns nine deliveries into one party. Itemized, the coordination fee has visible work under it. If a client only wants two vendors managed, delete lines until the document matches, and the price follows automatically.
Yes, with no trial clock. The builder runs without an account, and the free plan includes every export: client PDF, Excel, CSV, an internal budget export, and a read-only share link that carries a client-safe copy inside the link itself. A free account adds one cloud-saved estimate. Pro is a one-time purchase, not a subscription: your branding on client exports, no Estimatery footer, unlimited cloud saves, and a Saved Items catalog for the party lines you quote every weekend.