Free Catering Invoice Template
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Catering invoices usually combine per-person pricing, staffing, rentals and a deposit. This template lays them out so the client can see the event cost at a glance.
Free to use, with no account and no watermark. Add your logo, pick a layout and a color, and download a clean PDF when you are done.
How to use this catering invoice template
- Add your business details and, if you like, your logo.
- Enter your client, the invoice number and the dates, then choose payment terms.
- List each item with a quantity and a rate. Add a discount, tax or shipping if they apply.
- Pick a layout and a header color, check the live preview, then download your PDF.
Why use Invoicz
No account needed
Open the page and start. We never ask you to sign up or give an email.
Private by design
Your invoice is built in your browser. The details you type are not uploaded to a server.
Clear totals
Discount, tax, shipping and balance due are calculated in a fixed, predictable order.
Ready to send
Two layouts, three header colors and a file name like Client_invoice_1.pdf.
What a catering invoice should include
- The client, the event name, date, time and venue.
- The guest count the invoice is based on.
- Menu items or packages priced per person.
- Staffing as hours and rate, rentals and delivery as separate lines.
- A service charge or gratuity if it is part of your terms.
- The deposit already paid and the balance due, with a due date before the event if agreed.
Example catering invoice lines
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Buffet menu, per guest | 60 guests | $32.00 | $1,920.00 |
| Service staff | 12 hrs | $28.00 | $336.00 |
| Equipment rental | 1 | $180.00 | $180.00 |
| Delivery and setup | 1 | $60.00 | $60.00 |
| Less deposit paid (invoice 0051) | -$500.00 | ||
| Total due | $1,996.00 |
Confirm the final guest count in writing before the event, then invoice the confirmed number so there are no surprises on the balance.
Pricing and payment terms for catering work
Caterers normally take a deposit at booking and the balance before or on the day of the event. For corporate clients, Net 14 or Net 30 after the event is common.
State your cancellation and guest-count change rules on the quote, and refer to them on the invoice.
Tips for catering invoices
- Price per person where you can; it makes quotes and invoices easy to compare.
- Itemize rentals and staffing so extra hours are easy to add.
- Note dietary requirements on the order, not only on the invoice.
- Send the final invoice after the event with any agreed adjustments.
Common mistakes on catering invoices
- Billing for the original guest count instead of the confirmed one.
- Mixing the deposit into the total so the balance is unclear.
- Leaving out staff hours, rentals or delivery.
- Not stating when the balance is due.
Wording you can reuse
- "Final guest count of 60 confirmed by email on 10 November."
- "Balance due 7 days before the event."
- "A 5 percent service charge applies as stated in the quote."
This page gives general information and is not tax or legal advice. Rules on licensing, tax and consumer protection vary by place.
Frequently asked questions
What should a catering invoice include?
The client and event details, guest count, menu items or packages, staffing, rentals, delivery, any service charge, the deposit paid and the balance due.
How do I invoice per guest?
Show the number of guests as the quantity and the price per guest as the rate, so the line total is clear.
How do I handle a change in guest count?
Confirm the final number in writing before the event and invoice that number. Your quote should say how late changes are charged.
Should I add a service charge or gratuity?
Only if you said so in the quote. List it as its own line so it is clearly distinguished from the food and staff costs.
When should a caterer take a deposit?
At booking, to hold the date. The amount is up to you, commonly 25 to 50 percent. Say whether it is refundable on the quote.
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General information, not tax or legal advice. Check the rules that apply to you.Last updated: