How to Get an Accurate Restaurant Furniture Quote (Checklist)

Updated October 2026 · By the BESeating team — manufacturing commercial seating since 1993

A restaurant furniture quote is only as good as the information you send. Vague requests lead to quotes that cannot be compared, surprise extra costs and furniture that does not fit the room. This checklist shows what to prepare, what to ask and how to compare offers.

---

1) What information does a supplier need for a restaurant furniture quote?

The fastest, most accurate quotes come from a complete request. Before you contact suppliers, gather:

• Project type: new opening, refresh, expansion or multi-location rollout
• Item list: chairs, bar stools, booths, table tops and bases, outdoor pieces
• Quantities: per item, plus a few spares for damage and growth
• Sizes: table top dimensions, booth lengths and heights, bar and counter heights
• Finishes: wood stain, metal finish, top material and edge
• Upholstery: vinyl or fabric, color, and whether seat, back or both are upholstered
• Delivery: full address, access limits such as stairs or narrow doors, and target date

If you are still planning the room, our new restaurant furniture checklist helps you build the list and timeline.

---

2) How do you calculate quantities?

Start from the seat count in your business plan, then work backward to tables and chairs. A simple method:

Zone	What to count	Typical extra
---	---	---
Dining room chairs	Seats at every table	3–5% spares
Booths and banquettes	Linear feet or number of units	Matching tables
Bar and counter	Stools per 22–26 in (56–66 cm) of bar	1–2 spares
Tables	Tops and bases by size	Extra two-tops for flexibility
Patio	Chairs, tables, bases for exterior use	Storage plan

Spares matter because the same color batch or stain may be hard to match later. For space planning, see the restaurant seating layout guide.

---

3) Should you send a floor plan?

Yes, whenever possible. A floor plan, even a simple sketch with dimensions, lets a supplier check that chair widths, table sizes and booth lengths actually fit. It also catches common problems early: armchairs that will not slide under tables, booths that block exits or bar stools at the wrong height for the counter.

If you do not have a plan yet, send room dimensions, door and window positions, and the seat count you need.

---

4) How do finishes and upholstery affect the quote?

Finishes and upholstery are where quotes differ most. Be specific:

• Name the stain or color, or send a reference sample for custom stain matching
• State whether seats are wood, upholstered with vinyl, or upholstered with fabric
• Specify the commercial grade of vinyl or fabric, or ask the supplier to recommend one
• Ask whether a customer's own material (COM) is accepted and how much yardage is needed

Browse colors and upholstery before you request pricing so every line on the quote has a defined finish.

---

5) What should every quote include?

A complete restaurant furniture quote should list:

1. Each item with model name, size, finish and upholstery
2. Unit price and quantity per line
3. Packaging and whether items ship assembled or flat-packed
4. Freight to your address and any delivery services
5. Samples and swatches, and how they are charged or credited
6. Payment terms and what is required to start production
7. Validity date of the quote

If any of these are missing, ask before comparing. A low unit price with freight, assembly or samples excluded can end up costing more.

---

6) How do you compare quotes from different suppliers?

Put quotes side by side on the same specification. Compare:

Factor	What to ask	Why it matters
---	---	---
Construction	Frame material, joinery, seat type	Determines lifespan in commercial use
Testing	Is every product quality tested?	Reduces failures after opening
Assembly	Do chairs arrive assembled?	Saves labor and avoids loose joints
Samples	Are samples and swatches available?	Lets you check comfort and color first
Shipping	Freight included and to which point?	Avoids surprise costs
After-sale	Replacement parts, glides, reorders	Keeps the room consistent for years

BESeating products go through a quality testing process, and most restaurant chairs arrive fully assembled, which is worth weighing against cheaper chairs that need on-site assembly.

---

7) Why order samples before confirming?

Photos rarely show true color, comfort or seat height. A sample chair and a set of swatches let you sit at your actual tables, test cleaning products and check the stain against floors and walls. BESeating offers samples for all products, including fabric and vinyl swatches.

When samples arrive, test them for a full service: sit through a meal, slide chairs under every table type and wipe the upholstery with your own cleaning products.

---

8) What are common quote mistakes?

• Requesting "50 chairs" without naming model, finish or upholstery
• Forgetting table bases, or ordering bases too small for the top
• Missing bar or counter height, which changes the stool height
• Ignoring delivery access, such as stairs or narrow doors
• Comparing quotes that include different items or services
• Skipping written approval of samples before production

---

9) How do quotes work for multi-location projects?

Restaurant groups should request a quote for a standard package per location plus a combined total. Lock the specification (models, finishes, upholstery codes) so every location matches, and plan staged deliveries. BESeating production supports both independent restaurants and multi-location rollouts, so the same specification can be repeated as you open new sites.

---

Final recommendation

To get a restaurant furniture quote you can rely on, send a complete item list with sizes, finishes, upholstery, quantities and delivery details, add a floor plan, and compare every offer on the same specification. Approve samples in writing before production and keep a few spares in each finish.

Next step: browse chairs, bar stools, booths and tables, then contact BESeating with your list and plan for a detailed quote.

---

FAQ: Restaurant furniture quote

How long does it take to get a restaurant furniture quote?

Simple requests with a complete item list can often be quoted quickly, while projects that need layout review, custom finishes or many items take longer. The more complete your request, with sizes, finishes, quantities and delivery address, the fewer back-and-forth questions and the faster you receive an accurate, comparable quote.

Should a restaurant furniture quote include shipping?

It should, or it should clearly state that freight is quoted separately. Ask where delivery ends, such as curbside or inside the building, and whether items arrive assembled. Comparing quotes without the same shipping terms can make a more expensive offer look cheaper than it really is.

What is COM on a furniture quote?

COM means customer's own material: you supply the fabric or vinyl and the manufacturer upholsters with it. Ask how much yardage each item needs, whether there is a handling charge and whether the material must meet commercial durability requirements before it is accepted for production.

How many spare chairs should I order?

Many restaurants order roughly 3–5% extra chairs and a few spare stools. Spares replace damaged pieces without waiting for a reorder and help you match the original stain and upholstery batch, which can be difficult to reproduce exactly months or years later.

Can I change finishes after receiving a quote?

Yes, before production starts. Changing stain, upholstery or sizes usually changes the price, so ask for a revised quote and keep the final version with your approved samples. After production begins, changes may not be possible, so confirm every detail in writing first.

Still have questions
Call us: 347-470-3641