Example catering invoice
Here is what a typical catering invoice built with this template looks like. It bills 5 line items, from “Dinner buffet – per guest” to “Service charge”, for a subtotal of $10,580.00 before tax. Swap in your own rates; the amounts recalculate automatically.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Dinner buffet – per guest | 120 | $42.00 | $5,040.00 |
| Service staff (5 staff × 6 hrs) | 30 | $35.00 | $1,050.00 |
| Bar service package – per guest | 120 | $18.00 | $2,160.00 |
| Tableware & linen rentals | 1 | $680.00 | $680.00 |
| Service charge (18%) | 1 | $1,650.00 | $1,650.00 |
| Subtotal | $10,580.00 | ||
Suggested note for the client: Final guest count confirmed 7 days before the event. Deposit received. Balance due on the event day.
What to include on a catering invoice
- Event date, venue and guest count
- Menu items and per-person price
- Staffing hours
- Rentals and equipment
- Service charge and gratuity (separate)
- Deposit and final count deadline
Catering invoicing tips
- Price per guest and lock the final count a week before.
- Distinguish a service charge from a gratuity – they are treated differently for tax and staff pay.
- Bill rentals separately.
- Collect the balance before or on the event day.
How to use this template
- Replace the sample line items with the work you actually did. The example items show typical catering charges and rates – adjust them to your prices.
- Add your business and client details, set the invoice number and due date, and add tax if you are registered to collect it.
- Download the PDF and email it to your client. Your edits are saved in this browser, so next month you only need to change the dates and items.
Need to quote the job first? Use the quote generator. Getting paid late? Work out interest with the late fee calculator, or browse all 50 invoice templates.
Frequently asked questions
Is a catering service charge a tip?
Not necessarily. A service charge is a fee kept by the business; a gratuity goes to staff. State which one you are charging.
How do I handle guest count changes?
Set a final-count deadline. Bill the confirmed count even if fewer guests attend.
Is this catering invoice template free?
Yes. Edit every field, download as many PDFs as you like and print them. There is no sign-up, no watermark and nothing is uploaded to our servers.
How do I save the invoice as a PDF?
Click "Download PDF / Print" and choose "Save as PDF" as the destination in the print dialog. It works on desktop and mobile browsers.