Catering Invoice Template

Bill per-guest menus, service staff, rentals and delivery for events, with deposits. Fill it in and download a PDF.

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INVOICE
Bill to
Event
Event date
Guests
Description Qty / Guests Rate Amount Remove
$4,560.00
$1,080.00
$840.00
$420.00
$250.00
Notes
Payment terms
Subtotal$7,150.00
Discount %-$0.00
Sales tax %$0.00
Total$7,150.00
Amount paid
Balance due$7,150.00

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Catering Invoice Template example

Catering invoice example

This is how the catering template looks as a PDF, filled in with sample details: event, event date, guests, line items, totals and payment terms. Add your own details above and download it in seconds.

Fill in this template

What is a catering invoice?

A catering invoice is the bill a caterer sends for food and services at an event, such as a wedding, corporate party or private celebration. Catering invoices usually include per-guest food prices, staff, rentals and delivery, and they often reflect a deposit paid at booking. A clear invoice helps your client see exactly what is included and what is left to pay.

This free template includes the event name, date and guest count, a guests column for per-person pricing, and automatic totals with the balance due.

What to include on a catering invoice

  • Your business details: name, address, phone, email and food service license or permit number where required.
  • Client details: the person or company booking the event.
  • Event details: event name, date, venue and guest count.
  • Menu: each course or package with the price per guest.
  • Beverages: drinks, bar service or coffee stations.
  • Staff: servers, chefs and bartenders with hours and rates.
  • Rentals and equipment: linens, tableware, chafing dishes and tents.
  • Delivery and service fees: delivery, setup, cleanup and any service charge.
  • Deposit and balance: what was paid at booking and what is still due.

How to fill out this catering invoice template

  1. Add your logo and business details.
  2. Enter the client, event name, event date and guest count.
  3. Check the invoice number and dates. The due date is set 14 days ahead.
  4. Update the menu lines with the final guest count and price per guest.
  5. Add staff hours, rentals and delivery, then enter the deposit in Amount paid.
  6. Review your guest count and cancellation terms, then download the PDF.

Deposits and payment schedules for events

Most caterers ask for a deposit to reserve the date, often 25 to 50 percent of the estimate. The final balance is usually due before or on the event date, after the final guest count is confirmed. For large events, some caterers use three payments: a deposit at booking, a second payment a month before, and the final balance a week before the event. Write the schedule in your contract and repeat it on every invoice.

Example catering line items

Itemized invoices help clients understand where their event budget goes. Common lines include:

  • Plated dinner or buffet menu, per guest
  • Beverage package or bar service, per guest
  • Bartender and server hours
  • Cake cutting or dessert service fee
  • Linen, china and glassware rental
  • Travel fee for venues outside your area
  • Overtime for events that run past the agreed end time

Use the guests column for per-person items, and quantity 1 for flat fees. If you add a service charge, explain what it covers so clients do not confuse it with a tip.

Tips to get paid faster

  • Lock in the guest count. A firm deadline for the final count avoids last-minute disputes.
  • Collect the balance before the event. It is much harder to collect after the party is over.
  • Itemize clearly. Separate food, staff and rentals so clients understand the price.
  • Send reminders. A reminder a week before the due date keeps payments on track during busy event seasons.

UniqInvoice helps caterers send deposit and final invoices, track balances for every event and remind clients automatically.

Frequently asked questions

How do caterers usually charge?

Most caterers price food per guest and add separate charges for staff, rentals, delivery and service fees. Some offer packages with a fixed price per person that includes everything.

How do I invoice a catering deposit?

Send a deposit invoice at booking, often 25 to 50 percent of the estimate. On the final invoice, enter the deposit in Amount paid so the remaining balance is clear.

What if the guest count changes?

Set a deadline for the final count in your contract, then bill the final number of guests. Update the quantity on the per-guest lines.

Is a service charge the same as a tip?

Not always. A service charge may be kept by the business or distributed to staff depending on your policy and local law. Describe it clearly so clients understand what it covers.

Do I need to charge sales tax on catering?

In many states prepared food and catering services are taxable, and service charges may be taxable too. Rules vary, so check your state's rules or ask a tax professional.

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