Built for caterers — event details, per-person pricing, staffing and rentals as separate lines. Live preview on the right.
🧾 Invoice Builder
Description
Qty
Unit Price
Total
$0.00
$0.00
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Your Company Name
123 Business Street
City, State 10001
Country
hello@yourcompany.com
+1 555 000 0000
INVOICE
INV-2025-001
Bill To
Client Name
456 Client Avenue
City, State 20002
client@example.com
Event: June 21, 2026 · Rosehall Gardens · 80 guests
Issue Date
Due Date
Description
Qty
Unit Price
Total
Subtotal$0.00
Discount$0.00
Tax (10%)$0.00
Shipping$0.00
TOTAL DUE$0.00
Payment Details:
Bank: Your Bank Name
Account: 1234567890
50% deposit received at booking. Final guest count was confirmed 7 days before the event; balance due within 7 days of the event date.
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How to Invoice for Catering
Catering invoices revolve around one number that keeps changing until the last week: the guest count. The clean structure is a per-person line (count × per-head price) plus separate lines for everything that does not scale with guests — staffing, rentals, delivery, and cake-cutting style fees. This template adds event date and venue fields that print on the invoice, so every document ties to a specific event.
The second catering-specific habit is documenting the deposit and the final-count deadline. Most caterers take 25–50% at booking and lock the headcount 5–10 days out; putting both facts in the invoice notes prevents the two most common payment disputes in the industry.
What to Include on a Catering Invoice
Event date and venue — clients book multiple events; make each invoice unambiguous
Per-person lines — guest count as the quantity, per-head price as the rate
Staffing as its own line — servers, bartenders, chefs on site, with hours
Rentals and extras — linens, tableware, equipment, delivery and setup fees
Deposit history — what was paid at booking and what remains due
Frequently Asked Questions
How do I handle the guest count changing?
Set a final-count date (commonly 7 days before the event) in your contract and invoice on that number. If guests are added after the deadline, bill them as an additional per-person line — never silently absorb them.
Should I charge for tastings?
Many caterers charge a tasting fee that is credited against the final invoice when the client books. Show the credit in the notes or as context on the deposit line so the client sees they received it.
How is gratuity handled on a catering invoice?
If you add a service charge, show it as a clearly named line — clients react badly to discovering it inside a lump sum. Note whether the service charge goes to staff as gratuity, because in several jurisdictions you must disclose this.
What about food allergies and special meals?
Bill special dietary meals as their own per-person line (e.g. 6 × vegan plated meal). It documents that they were ordered — useful if there is ever a dispute about what was requested.