Event Planner Invoice Template

Bill planning packages, day-of coordination, vendor costs and deposits for weddings and events. Fill it in and download a PDF.

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INVOICE
Bill to
Event
Event date
Venue
Description Qty / Hours Rate Amount Remove
$4,500.00
$850.00
$900.00
$1,200.00
$300.00
$180.00
Notes
Payment terms
Subtotal$7,930.00
Discount %-$0.00
Sales tax %$0.00
Total$7,930.00
Amount paid
Balance due$7,930.00

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Event Planner Invoice Template example

Event Planner invoice example

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

Fill in this template

What is an event planner invoice?

An event planner invoice is the bill a wedding planner, party planner or event management company sends for planning and coordinating an event. It usually combines a planning fee or package with hourly coordination, design work and costs paid to vendors on the client’s behalf. Because events are booked months in advance, planners often send several invoices for one event: a deposit, progress payments and a final balance.

This free template uses a modern design with a bold color header, and includes fields for the event name, event date and venue. It totals your fees and costs automatically and shows the balance due after deposits.

What to include on an event planner invoice

  • Your business details: business name, phone, email, website and social profiles if you use them for bookings.
  • Client details: the couple, family or company you are billing.
  • Event details: the event name, date and venue, so the invoice is easy to match to the contract.
  • Planning fee or package: what the package includes, such as full-service planning or partial planning.
  • Coordination hours: day-of coordination, rehearsals and site visits with hours and rates.
  • Design and setup: decor design, installation and teardown.
  • Vendor costs: rentals, florals or other services you paid for, billed at cost or as agreed.
  • Deposits and balance: the amounts already paid and when the final balance is due.

How to fill out this event planner invoice template

  1. Add your logo and business details in the colored header.
  2. Enter the client, then the event name, event date and venue.
  3. Check the invoice number and dates. The due date is set 14 days ahead.
  4. Edit the sample lines for your package, coordination hours, design work and vendor costs.
  5. Enter the deposit in Amount paid to show the remaining balance.
  6. Review the notes and terms, including your cancellation policy, then download the PDF.

Common pricing models for event planners

Flat fee or package

A fixed price for a defined scope, such as full-service wedding planning or month-of coordination. Clients like knowing the cost from the start.

Percentage of the event budget

A fee based on the total event spend, common for large events. Agree on how the budget is calculated, and show it clearly on the invoice.

Hourly

An hourly rate for consultations, extra meetings or coordination beyond the package. Track your time so these lines are easy to explain.

A payment schedule that protects your calendar

Planners often turn down other bookings once a date is reserved, so a clear payment schedule matters. A common structure is a non-refundable deposit at signing, a second payment halfway to the event and the final balance 30 days before the event date. Put the schedule in your contract and repeat it in the invoice terms. When you pay vendors on the client’s behalf, invoice those costs promptly with receipts, so you are not carrying large amounts for your clients.

Tips to get paid faster

  • Invoice each milestone on time. Send deposit, progress and final invoices as soon as they are due.
  • Separate fees from vendor costs. Clients approve invoices faster when they can see what goes to whom.
  • Collect the balance before the event. It is much harder to collect after the celebration is over.
  • Send friendly reminders. Busy couples and event committees appreciate a reminder a week before each due date.

UniqInvoice helps event planners send deposit and final invoices, track what each client has paid and send automatic payment reminders.

Frequently asked questions

How do event planners charge for their services?

The most common models are a flat fee per event or package, a percentage of the total event budget (often 10 to 20 percent), and hourly rates for consultations or day-of coordination. Many planners combine a package price with hourly rates for extra work.

How do I invoice a deposit for an event?

Send a deposit invoice when the client signs, often 25 to 50 percent of the planning fee, to reserve the date. On later invoices, enter what the client already paid in Amount paid so the remaining balance is correct.

Should vendor costs go on my invoice?

If you pay vendors on the client's behalf, list each one as a separate line at cost and attach the receipts. If vendors bill the client directly, leave them off your invoice and mention it in the notes.

Can I charge a markup or commission on vendors?

Some planners do, but disclose it in your contract so the client knows how you are paid. Hidden commissions damage trust and may conflict with your agreement.

What if the client postpones or cancels the event?

Your contract should set out what happens to deposits and work already done. Put the key points, such as non-refundable deposits, in the invoice terms so they are visible on every bill.

Do event planners charge sales tax?

It depends on your state and on what you bill. Planning services are often not taxed, while rentals, decor and other goods may be. Check your state's rules or ask a tax professional.

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