The cost price of a coffee service with pastries determines whether you make a profit on meetings. Too many caterers skip small costs like tableware and labor, then scratch their heads wondering why they're losing money. Getting the real cost per person protects your margins.
What goes into a coffee service cost price?
Coffee service seems simple enough, but the expenses go way beyond coffee and pastries. You need every single cost accounted for to nail down an accurate per-person price.
- Beverages: coffee, tea, milk, sugar, sweeteners
- Pastries: cookies, cake, pastries per person
- Tableware: cups, saucers, spoons, napkins
- Labor: time for pouring and serving
- Transport: travel to location (fuel, time)
- Overhead: portion of your fixed costs
⚠️ Watch out:
Most caterers only price the coffee and pastries they buy. You're missing 40-60% of what it actually costs you.
Figure out your ingredient costs per person
Start with ingredients - what does each person's portion actually cost? Use realistic serving sizes, not the absolute minimum you can get away with.
💡 Example cost breakdown for 20 people:
2-hour meeting with coffee and pastries:
- Coffee (30 cups at €0.18): €5.40
- Milk and sugar: €1.20
- Tea (10 cups at €0.12): €1.20
- Pastries (20 pieces at €0.85): €17.00
- Napkins and stirrers: €2.00
Ingredients total: €26.80 (€1.34 per person)
Factor in all the options you're offering. Some people will down 3 cups of coffee while others sip one tea. Work with averages but keep a buffer for the heavy drinkers.
Don't forget labor and service time
Your time is worth money. Factor service time into your cost price, otherwise you're working for free.
- Preparation: shopping, getting everything ready (30 min)
- Transport: travel to and from location (45 min)
- On-site service: setup, serving, cleanup (60 min)
- Washing: cleaning tableware afterwards (20 min)
💡 Labor costs example:
Total time: 2.5 hours at €25 per hour = €62.50
For 20 people = €3.13 per person
Ingredients (€1.34) + Labor (€3.13) = €4.47 per person
Set a fair hourly rate for yourself. €25-35 per hour makes sense for professional catering, depending on your location and skill level.
Tack on overhead and profit margin
You're still not finished. Fixed costs like insurance, fuel, equipment wear, and your profit margin all need their slice.
- Overhead: 15-25% of your direct costs
- Profit margin: 20-40% on your total cost price
- Contingency: 5-10% buffer for unexpected costs
💡 Complete cost price calculation:
- Direct costs: €4.47 per person
- Overhead (20%): €0.89 per person
- Subtotal: €5.36 per person
- Profit margin (30%): €1.61 per person
Selling price: €6.97 per person (rounded €7.00)
For 20 people, you'll land at €140 for the complete coffee service. Based on real restaurant P&L data, this might look expensive, but every cost gets covered and you actually make money.
See what the market will bear
Your cost price sets your floor. But what will customers actually pay? Check what other caterers charge for similar services in your area.
⚠️ Watch out:
Never price below your cost to win business. You'll end up paying to work.
Standard pricing for coffee service with pastries runs €6-12 per person, depending on quality and service level. If your cost price hits €7, you're right in the competitive range.
How do you calculate the cost price of a coffee service? (step by step)
Make a list of all ingredients and quantities
Write down what you need per person: coffee, tea, milk, sugar, pastries, napkins. Use realistic portions, not minimal amounts. Some guests drink more, others less.
Calculate the purchase costs per ingredient
Look up the current purchase prices of all your ingredients. Calculate what each component costs per person. Add everything together for your total ingredient costs per person.
Calculate your labor costs
Add up all time: preparation, transport, service, cleanup. Multiply by your hourly rate (€25-35/hour). Divide by number of people for labor costs per person.
Add overhead and profit margin
Add 20% overhead to your direct costs (ingredients + labor). Then add 20-40% profit margin. This gives you your selling price per person.
✨ Pro tip
Track your actual pastry and coffee consumption at your next 5 coffee services. Most caterers over-buy pastries by 25% while underestimating coffee needs by 15%.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
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Frequently asked questions
Should I include VAT in my cost price calculation?
No, always calculate your cost price excluding VAT. You add VAT (9% on catering) only to your final invoice price. Your cost price is what it costs you to deliver the service.
How much coffee should I calculate per person at a meeting?
Calculate an average of 1.5 cups per person at a 2-hour meeting. For longer meetings (4+ hours), calculate 2-2.5 cups per person. Always keep 20% extra on hand.
What if the customer finds my price too high?
Explain what's involved: quality of ingredients, service, transport, professional service. Never go below your cost price. Better to lose a job than run at a loss.
Can I use the same cost price for all meetings?
No, the cost price varies per location (transport), group size (economies of scale), and duration of the meeting. Make a separate calculation for each job.
How do I track if my cost price calculation is correct?
After each job, note your actual costs and time. Compare this with your calculation. This way you learn where you were too optimistic or pessimistic and can refine your calculation.
Should I charge differently for premium coffee beans versus regular blends?
Absolutely. Premium beans cost 40-60% more than regular coffee. Calculate the actual ingredient difference and adjust your per-cup cost accordingly.
How do I handle last-minute changes to guest count?
Build flexibility into your pricing with minimum charges for groups under 10 people. For increases over 20%, add a 24-hour notice requirement or charge a rush fee.
📚 Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
- Warenwetbesluit Bereiding en behandeling van levensmiddelen (2024) — Official source
- WHO — Foodborne diseases estimates (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
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