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Catering invoice template

An invoice for caterers: the event date, venue and guest count up top, per-guest menus, staff and rentals as lines, and the deposit subtracted from the balance.

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Catering invoice template: an example, filled in

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What’s in this template

  • Event date, venue and guest count fields
  • Per-guest menu lines, staff and rentals
  • Sales tax and discount
  • Amount paid for the deposit, and balance due
  • Notes for the service charge and terms

How to fill it in

  1. Pick a format. Download the Word or Excel file or the printable PDF, make your own copy in Google Docs or Google Sheets, or fill the template in online and download the finished PDF.
  2. Describe the event. Fill in your business and the client, then the event date, venue and confirmed guest count.
  3. Price the menu, staff and rentals. Use one line per menu (guests × price per guest), staff (people × rate) and rentals such as linens or chafing dishes.
  4. Subtract the deposit and send. Enter the deposit under Amount paid, add tax, state when the balance is due and send.

Fill in the catering template online

When to use it

For weddings, corporate events, parties and drop-off catering. Clients compare the invoice with the quote, so keep the same menu names and the confirmed guest count.

Tips

  • Bill the final guest count agreed in your contract, not the first estimate.
  • Show the service charge clearly if you add one; in many places it is taxable and is not a tip.
  • Take a deposit when the date is booked and show it on the final invoice. Our catering invoice guide has an example.

Frequently asked questions

When should a caterer send the invoice?

Send a deposit invoice when the client books the date, and the final invoice either before the event (for prepaid events) or right after it with the balance due.

Is a service charge the same as a tip?

No. A service charge is part of your price and often taxable; a tip is voluntary. Name it "Service charge" on the invoice so the client sees the difference.

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