Free catering invoice template
A catering invoice is built on the final headcount, then layered with staff, rentals, service charges and tax. This template shows each piece separately and credits the deposit taken when the date was booked.
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Magnolia Table Catering
Savannah, GA
Bill to
Coastal Realty Group (annual awards dinner)
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Plated dinner: salad, entree choice, dessert (final headcount) | 120 guests | $48.00 | $5,760.00 |
| Passed hors d'oeuvres, cocktail hour, 4 selections | 120 guests | $12.00 | $1,440.00 |
| Event staff: servers and bartenders, 6 hours | 8 staff | $180.00 | $1,440.00 |
| Rentals: linens, china, glassware and flatware | 120 place settings | $9.00 | $1,080.00 |
| Service charge, 18% of food and beverage ($7,200) | 1 each | $1,296.00 | $1,296.00 |
- Subtotal
- $11,016.00
- Tax (7%)
- $771.12
- Total due
- $11,787.12
Notes
Deposit of $2,500 received August 15 is deducted from the balance due. The service charge is not a gratuity for staff, and gratuity is optional. Final headcount was confirmed on September 20; charges are based on that number even if fewer guests attend.
Download the catering invoice template
US Letter, 8.5 x 11 in. Take it with the sample lines above to edit, or blank to fill in from scratch
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Amounts, tax and total add up by themselves
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Fill it online with these linesWhat to include on a catering invoice
- 1Event date, venue, start time and event type
- 2Final guaranteed headcount and the date it was confirmed
- 3Menu items with per-guest or per-tray pricing
- 4Staffing hours and number of servers, bartenders and chefs
- 5Rentals, cake cutting, corkage and delivery or setup fees
- 6Service charge, shown separately and explained as not being a gratuity unless it is one
- 7Sales tax on the taxable portion, as your state requires
- 8Deposit already paid, the balance and its due date
How caterers and event food businesses usually bill
- Per-guest pricing for plated, buffet or family-style meals
- Per-tray or per-dozen pricing for drop-off and appetizer orders
- Hourly staffing rates for servers, bartenders and chefs
- A service charge as a percentage of food and beverage, plus optional gratuity
- A deposit to hold the date, with the balance due before the event
Payment terms
Caterers usually take a deposit, often 25 to 50 percent, when the contract is signed to hold the date and cover early purchasing. The final headcount is commonly due one to two weeks before the event, and the balance invoice is sent based on that number, due before the event day. Charges for guests added on the day and extra staff hours go on a short final invoice afterward. Corporate clients may need a PO and Net 30, which should be agreed in the contract, not discovered after the event.
General guidance, not legal or tax advice.
Common mistakes on catering invoices
- Billing on the number of guests who showed up instead of the guaranteed headcount
- Calling a service charge a gratuity, or the other way around, which confuses clients and staff
- Forgetting rental and delivery fees that were quoted separately
- Applying sales tax to the wrong lines, or not at all
- Not crediting the deposit clearly on the final invoice
Catering invoice questions
What is the difference between a service charge and a gratuity?
A service charge is a mandatory fee set by the caterer that covers overhead and staff costs. A gratuity is a tip the client chooses to give staff. Label them clearly on the invoice and in the contract, since they are often treated differently for tax and payroll.
Is catering subject to sales tax?
Prepared food is taxable in many states, and some states also tax service charges, rentals or delivery. Rules vary a lot, so check with your state revenue department and apply tax line by line.
When should the final headcount be due?
Most caterers ask for it one to two weeks before the event so they can order food and schedule staff. Bill on the guaranteed number even if fewer guests attend.
How much deposit should a caterer ask for?
Many caterers ask for 25 to 50 percent when the contract is signed. State whether it is refundable and when the balance is due.
Send it from BillingOtter
A template still has to be emailed and chased. In BillingOtter the same invoice goes out by email with the PDF attached and a pay link, and you see what is paid, due or overdue.
- Email the invoice with the PDF and a Pay button
- Clients pay by card or US bank transfer (ACH) on Creator Pro, without creating an account
- Automatic payment reminders on Creator Pro, which stop as soon as the invoice is paid
- Free Starter covers 5 invoices a month, no card needed
Templates for related trades
Free tools for caterers and event food businesses
Bill your next job from BillingOtter
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