Catering invoice template
A catering invoice for events — per-guest menus, staff, rentals and service charges, with the deposit already deducted.
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What to include on a catering invoice
- Your business name, contact details and license number if your trade requires one
- The client's name, billing address and the job or project address
- Event name, date, venue and final guest count
- Menu priced per guest or per platter
- Staff, rentals, delivery and service charges
- Deposit received and balance due date
- Subtotal, tax (if you charge it) and the balance due
- Payment terms, due date and how the client can pay
How catering businesses usually bill
Caterers typically quote per guest, take a deposit to secure the date and invoice the balance a few days before the event, once the final headcount is confirmed.
Service charges and gratuities should be listed separately and clearly labelled.
Questions
Is a service charge the same as a tip?
Not always. Label it clearly so the client knows whether it goes to staff or covers your costs.
How do I adjust for the final guest count?
Update the quantity on the per-guest line — the total recalculates instantly.
Is this template free?
Yes — fill it in, download as many PDFs as you need, no account and no watermark. Your details stay in your browser.
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