Catering Invoice Template
Catering invoices bring together per-guest menus, staffing, rentals and a service charge, and clients compare every line with the proposal. Food, labor and equipment stay distinct here, with the event date and guest count up top. It works for a corporate lunch or a 200-guest wedding.
Free. Edit online and download as a PDF.
Gracious service, straightforward billing.
What to include on a catering invoice
Event date, venue and guest count
Put these at the top. Guest count drives most of the invoice, so the confirmed number should be unmistakable.
Menu by course or station
List per-person pricing by course, station or package. Dietary accommodations can go in the detail line.
Staffing
Show servers, bartenders and chefs with hours and rates. Clients often underestimate this cost, so clarity helps.
Service charge and gratuity
Explain whether the service charge is a gratuity or an administrative fee. It shapes how clients and staff understand it, and sometimes how it's taxed.
A sample catering invoice.
Saffron & Sage Catering billing Bramblewood Software, on Net 7 terms. Open it in the generator and every line is yours to edit.
Open this sample| Item | Qty | Rate | Amount | |
|---|---|---|---|---|
Plated dinner: three courses Per guest, includes vegetarian option 120 × $68.00 | 120 | $68.00 | $8,160.00 | |
Passed hors d'oeuvres Four selections, one hour, per guest 120 × $14.00 | 120 | $14.00 | $1,680.00 | |
Service staff Eight servers, six hours each 48 × $38.00 | 48 | $38.00 | $1,824.00 | |
Rentals: linens, china and glassware Coordinated through our rental partner 1 × $1,450.00 | 1 | $1,450.00 | $1,450.00 | |
Service charge 20% of food and beverage 1 × $1,968.00 | 1 | $1,968.00 | $1,968.00 | |
| Subtotal | Subtotal | $15,082.00 | ||
| Sales tax (8.25%) | Sales tax (8.25%) | $1,244.27 | ||
| Balance due | Balance due | $16,326.27 | ||
Notes. We're looking forward to your team's dinner, and final guest counts can be adjusted until 72 hours before the event.
Terms. Final payment is due 7 days before the event. Any balance outstanding after the event date may incur a late fee of 1.5% per month.
Billing tips for caterers.
Lock in counts before the event
Set a final guest count deadline and bill to that number. Late drops shouldn't reduce your invoice after the food is ordered.
Take a deposit to hold the date
A deposit at booking covers planning time and early purchases, and it signals the client is committed.
Itemize rentals
Linens, glassware and tables are often subcontracted. Listing them separately keeps your food pricing clean and comparable.
The same invoice, four ways.
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Catering invoicing, answered.
Is catering subject to sales tax?
What's the difference between a service charge and a gratuity?
Can I bill for guests who don't show?
Is this template free to use?
Can I add my own logo and colours?
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Send and track
Email a payable link and see the moment it's opened.
Get paid online
Card and bank payments, recorded against the invoice.
Reminders on autopilot
Polite follow-ups that stop when you're paid.
Your next catering invoice, done.
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