Free Catering Invoice Template & Generator
Bill clients for event catering with per-head pricing, staffing, and rental fees itemized.
Branding & Document Setup
Parties & Invoice Details
Line Items
| Description | Qty | Unit Price | Total | |
|---|---|---|---|---|
| $3360.00 | ||||
| $840.00 | ||||
| $320.00 |
Totals & Terms
Live Preview
A4 · 210mm × 297mm| Description | Qty | Unit Price | Total |
|---|---|---|---|
| Plated Dinner Service (80 guests @ $42/head) | 80 | $42.00 | $3360.00 |
| Event Staff — Servers & Bartender (5 staff, 6 hours) | 30 | $28.00 | $840.00 |
| Table & Linen Rental | 1 | $320.00 | $320.00 |
Payment is due within 14 days. Thank you for your business.
About the Catering Invoice Template
Catering invoices typically combine several different pricing models in one event — per-head food costs, flat staffing fees, and rental charges for equipment like tables, linens, or serving ware — and mixing all of that into a single number makes it hard for a client to see where their budget actually went. Breaking it out by category also makes it much easier to quote similar events accurately in the future.
Catering Invoice FAQs
Should staffing be billed separately from the per-head food cost?
Yes — staffing hours and headcount should be itemized separately from food pricing, since staffing costs scale with event duration and complexity rather than guest count alone.
How do I invoice for a final guest count that changed from the deposit?
Invoice the final confirmed headcount at the agreed per-head rate, and note any difference from the original estimate used for the deposit so the client can see what changed.
Should equipment rentals be itemized separately?
Yes — tables, linens, and serving equipment are typically billed as pass-through rental costs distinct from your food and labor charges, especially if you're subcontracting rental equipment from a third party.
Is a deposit standard for catering events?
Yes, most caterers require a non-refundable deposit (often 25-50%) to secure the event date, invoiced separately from the final balance due shortly before or after the event.