Free template
Cake and bakery order form: a free template for home bakers
A cake order form needs eight things on one line: the customer, a way to reach them, the due date and time, the cake (size, flavor, filling), the design and any allergies, the total, the deposit paid and the balance still owed. This free cake order form template has exactly those columns, with example rows you can overwrite. Download it as CSV, open it in Google Sheets, Excel or Numbers, and add one row per order. For orders you take in person, there is also a printable form for a single order with every question on it.
| Customer | Due | Cake | Design and allergies | Total | Deposit | Balance | |
|---|---|---|---|---|---|---|---|
| Emma Lewis | +1 555 010 1001 | Sat Jun 6, 10:00, pickup | 8 in round, 20 servings, vanilla sponge, strawberry filling | Pastel pink, Happy 30th Emma in gold; no nuts | $95.00 | $45.00 | $50.00 |
| Carlos Ruiz | +1 555 010 1002 | Sat Jun 6, 15:00, delivery | Two tiers, 30 servings, chocolate sponge, salted caramel | Dinosaur topper, green and brown; allergies: none | $180.00 | $90.00 | $90.00 |
| Priya Shah | +1 555 010 1003 | Sun Jun 7, 11:00, pickup | 24 cupcakes, lemon, cream cheese frosting | Yellow and white swirl, sugar daisies; egg-free requested | $72.00 | $72.00 | $0.00 |
| Jordan Miller | +1 555 010 1004 | Wed Jun 10, 17:30, pickup | 6 in round, 10 servings, red velvet, cream cheese | Naked style with fresh berries; allergies: none | $60.00 | $30.00 | $30.00 |
| Ana Torres | +1 555 010 1005 | Sat Jun 13, 09:00, delivery | Sheet cake, 40 servings, vanilla, chocolate ganache | Company logo printed on sugar sheet; no dairy in filling | $210.00 | $100.00 | $110.00 |
| Mia Chen | +1 555 010 1006 | Sat Jun 13, 14:00, pickup | Number cake 1, 12 servings, funfetti, vanilla buttercream | Rainbow sprinkles, candles included; allergies: none | $85.00 | $40.00 | $45.00 |
What goes on a cake order form
Most order mix-ups come from a detail that lived only in a chat message. Writing each order down in the same columns, before you start baking, is what stops a chocolate cake turning into a vanilla one or a Saturday pickup being remembered as Sunday.
Each column in the template answers one question you would otherwise have to scroll back through messages to find:
- Customer: the name you will write on the box.
- WhatsApp: the number with its country code, so you can confirm details and send a reminder.
- Due: date, time, and whether it is a pickup or a delivery.
- Cake: size or servings, sponge flavor and filling.
- Design and allergies: colors, writing, toppers, and anything the cake must not contain.
- Total: the agreed price for the whole order.
- Deposit: what the customer has paid up front.
- Balance: total minus deposit, the amount to collect at pickup.
How to use the cake order form template
Download the CSV and open it in any spreadsheet app. Delete the example rows, keep the headers, and add a row the moment a customer confirms. Sort by the Due column every morning and you have your baking schedule for the week.
Ask for the allergy answer every time, even when the customer says nothing. An empty cell reads as unknown; write none when they confirm there are none.
Keep the Balance column as a formula (Total minus Deposit) so it updates when a customer pays more. In Google Sheets or Excel, if Total is in column F and Deposit in column G, the balance for row 2 is =F2-G2.
Printable cake order form for a single order
The sheet you download is a log, one row per order. When you take an order face to face, at a market or over the phone, a form with one line per question is quicker. Print the form below, or copy it into a document, and fill in one per order; at the end of the day, copy each form into a row of the log.
Ask every question on it, allergies included, and have the customer check the details before you take the deposit.
| Field | Customer's answer |
|---|---|
| Customer name | ______________________________ |
| WhatsApp or phone | ______________________________ |
| Date and time needed | ______________________________ |
| Pickup or delivery (address) | ______________________________ |
| Servings or size | ______________________________ |
| Sponge flavor | ______________________________ |
| Filling | ______________________________ |
| Frosting | ______________________________ |
| Design, colors and writing | ______________________________ |
| Allergies (write none if there are none) | ______________________________ |
| Total | ______________________________ |
| Deposit paid and date | ______________________________ |
| Balance due at pickup | ______________________________ |
| Order taken by, and date | ______________________________ |
Taking a deposit on a custom cake: a worked example
Many home bakers ask for a deposit before buying ingredients for a custom cake, often half of the price. The amount is your call; what matters is that the form records it so nobody argues at pickup.
Example: a two-tier birthday cake for 30 servings is agreed at $180. The customer sends a $90 deposit when they confirm. The form shows Total $180, Deposit $90, Balance $90. On pickup day you collect $90 and the order is paid in full.
| Step | Amount | Balance after |
|---|---|---|
| Order agreed | $180.00 | $180.00 |
| Deposit at confirmation | $90.00 | $90.00 |
| Balance at pickup | $90.00 | $0.00 |
Read next: Cake contract template for custom orders
Price the cake before you fill in the Total
The Total column is only as good as the price you put in it. If you quote by feel, a busy month of orders can still lose money once flour, butter, boxes, cake boards, your hours and the oven are counted.
Farinu works out what each recipe really costs, including ingredients, packaging, sub-recipes like buttercream, labour, machines and overhead, and suggests each price from the markup you set over cost. Costing is free for up to 10 recipes, so you can price your best sellers before you fill in another order form.
Read next: Cake pricing calculator, How to price a cake so it pays you
When the spreadsheet gets too small: orders in Farinu
A spreadsheet works well for a handful of orders a week. When orders pile up, the weak spots show: balances typed by hand, deposits you forget to note, and no link between what you sold and what you earned.
Farinu keeps the same information as this cake order form, but connected, and your online shop asks customers these questions for you. You save each customer with their WhatsApp number, create an order from your price list, record the deposit and the balance as payments, and move the order from confirmed to ready to delivered. A delivered order with money still owed shows a button that opens WhatsApp with a reminder for the balance. When a delivered order is fully paid, it is added to your sales log and your monthly profit and loss on the Team plan.
Helpers can take orders and see prices and balances, but never your costs or margins.
Questions
- Is this cake order form template free?
- Yes. The cake order form template is free to download as CSV, with no account needed. It opens in Google Sheets, Excel, Numbers and LibreOffice.
- Can I print the cake order form?
- Yes. The single order form on this page is made for printing: print it, or copy it into a document, and keep a stack for markets and phone orders. To print the order log, open the CSV, set the page to landscape and print it.
- How much deposit should I ask for on a custom cake?
- There is no fixed rule. Many home bakers ask for around half of the price at confirmation, enough to cover ingredients and decorations. Whatever you choose, write it in the Deposit column so the balance is clear.
- Do I need Farinu to use the template?
- No. The template works on its own. Farinu is for when you want the costing behind each price, or orders, deposits and balance reminders kept in one place, free for up to 50 orders a month and unlimited on Team.
Related pages
Know your price before you take the next order
Create a free Farinu account and cost up to 10 recipes, with a price for each from your markup, and move in up to 50 orders a month with deposits and WhatsApp reminders, or unlimited on Team.