Caterer invoice template
Catering invoices need to be crystal clear about guest count, menu and service so clients know exactly what they are paying for an event. This free catering invoice template bills per head, adds menu packages, staffing and rentals, and shows the deposit already paid against the balance due before the date.
Free Invoice Generator
Pick a template, fill in the details, preview live, then download a clean PDF — no sign-up.
Invoice details
Line Items
Invoice payment methods
PDF preview
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Item | 1 | $0.00 | $0.00 |
What to include on a caterer invoice
- Your catering business name, address and email
- The client's name and the event date, time and venue
- Guest count with the per-person menu package and price
- Staffing, rentals, delivery and any service or gratuity fee
- Subtotal, tax, deposit paid and the balance due — with how to pay
Sample caterer invoice line items
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Plated dinner (per guest) | 80 | $45.00 | $3,600.00 |
| Bar & beverage service | 1 | $600.00 | $600.00 |
| Wait staff (hours) | 24 | $30.00 | $720.00 |
| Example total | $4,920.00 | ||
Typical terms: A 50% deposit reserves your date; the balance is due 7 days before the event. Final guest count due 72 hours prior. Thank you!
How to invoice as a caterer
Fill in the generator above with your business and client details, add your line items (use the sample above as a starting point), set any tax and payment terms, then download a clean PDF — no sign-up and no watermark. Send it promptly and follow up a few days before the due date to get paid faster.
Not sure what to charge? Turn an hourly rate into a yearly figure with the salary calculator, set a due date with the net terms calculator, and estimate what to set aside for taxes with the 1099 tax calculator.
Frequently asked questions
How do I price a catering invoice per person?
Multiply your per-guest menu price by the final headcount, then add separate lines for staffing, rentals, delivery and a service fee. Keeping the per-head price visible makes it easy for the client to see how the total was built — the generator above totals it for you.
Should caterers take a deposit?
Yes — a 25% to 50% deposit to reserve the date is standard and protects you against last-minute cancellations. Show the deposit as a paid line on the invoice so the remaining balance due is unmistakable.
Do I charge sales tax on catering?
In most US states prepared food and catering services are taxable, and some states tax the service and gratuity too. Rules vary, so add a tax line where required and check your state with the sales tax calculator. This isn't tax advice.
Ready to bill your client?
Use the free generator above, or jump to the full invoice tool — no sign-up, no watermark.
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