Catering invoice template
Catering prices move with the guest count, so the invoice has to show the count it was built on. This template groups food, beverage, staffing and rentals and records the event, date, venue, guest count and dietary notes.
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What this template includes
- Your business name, address and contact details
- Customer name and address
- Document number and issue date
- Event
- Event date
- Venue
- Guest count
- Dietary notes
- Line items with qty, price and amount, grouped as food, beverage, staffing, rentals
- Tax, discounts, amount paid and balance due
Per-guest pricing
Enter the guest count as the quantity on per-person packages. If the final count changes, update one number and the line and totals change with it. Staffing is clearest as hours times rate. Children's meals, vendor meals for the photographer or band, and late additions are easier to agree when each has its own line.
Service charges and gratuity
A service charge is a fee you keep and is often taxable; a gratuity passed to staff may be treated differently. Label whichever you use clearly on its own line and check how your state or country taxes it.
Questions
When is the final guest count due?
Set your own deadline, commonly one to two weeks before the event, and state it in the notes. The template includes a sample note you can change.
Should rentals be taxed?
Equipment and linen rentals are taxable in many places. Tick taxable on rental lines unless your local rules exempt them.
Can I take a deposit?
Yes. Issue a deposit invoice at booking, then enter the deposit in the amount paid box on the final invoice so the balance is correct.