Selling and marketing
Baking Order Form: 9 Fields, Deposit, and Pickup Date
The exact fields, deposit rule, and pickup date to put on your baking order form so you get paid.
On this page
What to remember
- Collect a deposit before you buy ingredients.
- Put the pickup date and time on the form.
- Ask for her phone number and email.
- Write down the total price and what it includes.
- Keep a copy for yourself.
You do not need a fancy system to start. A baking order form can be a printed page you hand over or a simple online form you text her. The goal is the same: get the details in writing before you turn on the oven. When you have it in writing, you can plan your week and buy only what you need.
What a baking order form must collect
Every order needs the same core facts. If you miss one, you will be texting back and forth for days. The form should have a spot for her name, phone, email, the item, the quantity, any allergies or special requests, the pickup date and time, and the total price. Write the fields in the order you need them. That way you can fill it out fast while you are talking to her.
Her contact details
Name, phone number, and email. You need a way to reach her if something changes.
The order
Item, quantity, size, and flavor. Write it exactly as she says it.
Allergies and special requests
Write them down word for word. Do not guess.
Pickup date and time
Be specific. Not Saturday, but Saturday at 10 am.
Deposit and total
How much she pays now, how much at pickup, and what the total covers.
Allergies are the one field you cannot skip. If she says no nuts, write no nuts. If you are not sure, ask her to confirm in writing. A form protects both of you. It also gives you a record if she claims she said something different.
The deposit rule that protects your time
A deposit is not rude. It is the only thing that stops a no-show from costing you a whole bake. Ask for half up front, or a flat amount that covers your ingredients. Say clearly on the form that the deposit is non-refundable if she cancels within 48 hours. Put the deposit amount right next to the total. She should see it before she agrees.
Put the deposit rule in writing on the form. Have her sign or reply to agree. If she cancels after you buy ingredients, you keep the deposit. That is fair and it keeps you in business. If you do not take a deposit, you are the one who loses money.
How to handle changes and cancellations
Things change. She might want a different flavor or a new pickup time. Write the change on the form and have her confirm it. If she cancels, follow your deposit rule. If you have to cancel, tell her as soon as you know and return the deposit. Keep it simple and fair.
How to price the order and show your margin
Your price must cover three things: ingredients, your labor, and overhead. Overhead is everything you pay to run the business, like the $20 a month for Brevl. If you forget overhead, your margin is a lie. You will think you made money when you actually lost it. Write down all three before you quote a price.
Write your ingredient cost
Add up everything that goes into the recipe.
Write your labor cost
Decide what your hour is worth and multiply by the time it takes.
Write your overhead
Brevl is $20 a month. Divide that by the number of orders you take.
Add all three
Ingredients plus labor plus overhead equals your total cost.
Subtract from your price
Your price minus total cost equals your margin.
For example, if your overhead is $20 a month and you take 10 orders, that is $2 per order. Add your ingredient cost and your labor cost to that $2. Subtract the total from your price. The result is your margin. Brevl takes 0% of your sales, so your overhead does not grow with each order. That makes it easier to predict your profit.
Mistakes that cost you money
The biggest mistake is not writing things down. If you agree to a cake in a text message, you will forget the flavor or the date. Another mistake is taking no deposit. A third is quoting a price before you know your ingredient cost. Use the form to slow down and get it right. A few extra minutes now saves you hours later.
Check the form before you buy anything. Make sure the pickup date works for you. Make sure the deposit has cleared. If something feels off, ask her to confirm. It is easier to fix now than after you bake.
Where to keep your baking order form
You can print a stack of forms and keep them in a binder. Or you can use an online form that sends you an email for every order. Brevl gives you a shop with your own web address, so customers can order and pay through your own Stripe or Square account. You can also take Venmo, Cash App, Zelle, and cash. Pick the way that fits how you work.
For more on selling from home, see the selling guide.
Try the free pricing calculator
Free, no signup.
- Cake order form: 9 fields and a deposit rule
- Cupcake order form: 9 fields and a deposit
- Cookie order form: 9 fields and a deposit rule
Common questions
What should I put on a baking order form?
Start with her name, phone, and email. Add the item, quantity, size, and flavor. Include any allergies or special requests. Put the pickup date and time. Write the total price and the deposit amount. Keep a copy for yourself and give her one.
How much deposit should I ask for?
Ask for half the total, or a flat amount that covers your ingredients. The deposit should be enough that a cancellation does not cost you money. State clearly on the form that the deposit is non-refundable if she cancels within 48 hours.
Can I use a paper form instead of an online form?
Yes. A printed form works fine if you keep them in a binder and write down every order. An online form saves you from typing it twice and sends you an email. Brevl gives you a shop with your own web address so customers can order and pay.
How do I price a custom order?
Add your ingredient cost, your labor cost, and your overhead. Overhead includes the $20 a month for Brevl. Divide that by the number of orders you take. Subtract the total from your price. The result is your margin. Brevl takes 0% of your sales.
What if she cancels after I buy ingredients?
That is why you take a deposit. If she cancels within 48 hours, keep the deposit. It covers your ingredients and your time. If you have no deposit, you are stuck with a cake you cannot sell. Put the cancellation rule on the form.
General information, not legal or tax advice.