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Free catering invoice template

Bill weddings, office lunches, parties and corporate events with an invoice that fits how caterers price. Charge per guest, add staff and rentals, and show the deposit already paid.

Use this templateWhat to include
Per guest
menu pricing
Staff + rentals
own lines
Deposit credit
balance due
Copper Table Catering
INVOICE
Invoice no.
CT-0471
Date
Oct 18, 2026
Due date
Oct 25, 2026
Terms
Net 7
FROM
Copper Table Catering
230 Mill St, Nashville, TN 37203
events@coppertable.example.com
(555) 555-0149
BILL TO
Harper and Reed Law
401 Union St, Nashville, TN 37219
events@harperreed.example.com
ItemQtyRateSales taxAmount
Buffet menu B, per guest (60 guests)60$38.009.25%$2,280.00
Servers, 2 staff for 5 hrs10$30.000%$300.00
Linens and chafing dish rental1$210.009.25%$210.00
Delivery and setup1$95.000%$95.00
Subtotal$2,885.00
Sales tax (9.25%)$230.33
Total due$3,115.33
NOTES

Final guest count of 60 confirmed on Oct 8. A deposit of $800 was received.

TERMS

Balance due within 7 days or before the event date. Guest count changes within 7 days of the event are not refundable.

Made with InvoiceBilling.app
Checklist

What to include on a catering invoice

Event clients want to see the headcount, the menu and every extra charge.

  • Event date and venue

    Add the date, start time and venue address. It matches the invoice to the booking.

  • Guest count

    State the final headcount used for billing. Note the cutoff for changes, such as 7 days before the event.

  • Menu pricing

    Show the menu name and price per guest, like Buffet B at $38 per person. Add kids' or dietary menus on their own lines.

  • Staff and service

    List servers, bartenders or a chef on duty with hours and rate. Many caterers also add a service charge.

  • Rentals and delivery

    Bill linens, plates, chafing dishes and delivery separately. Clients can then decide what to keep or remove.

  • Deposit and tax

    Show the deposit already paid and the balance due. In many states, prepared food is taxed, so check your state's rules.

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Your business
Bill to
Details
Items
$2,280.00
$300.00
$210.00
$95.00
Adjustments
Shows the balance due on the invoice
Notes and terms
Extra details

Add tax or registration numbers your country requires.

Common for your country
Signature
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Copper Table Catering
INVOICE
Invoice no.
CT-0471
Date
Oct 18, 2026
Due date
Oct 25, 2026
Terms
Net 7
FROM
Copper Table Catering
230 Mill St, Nashville, TN 37203
events@coppertable.example.com
(555) 555-0149
BILL TO
Harper and Reed Law
401 Union St, Nashville, TN 37219
events@harperreed.example.com
ItemQtyRateSales taxAmount
Buffet menu B, per guest (60 guests)60$38.009.25%$2,280.00
Servers, 2 staff for 5 hrs10$30.000%$300.00
Linens and chafing dish rental1$210.009.25%$210.00
Delivery and setup1$95.000%$95.00
Subtotal$2,885.00
Sales tax (9.25%)$230.33
Total due$3,115.33
NOTES

Final guest count of 60 confirmed on Oct 8. A deposit of $800 was received.

TERMS

Balance due within 7 days or before the event date. Guest count changes within 7 days of the event are not refundable.

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Guide

Per-guest pricing and final headcounts

Most caterers price food per guest because cost scales with headcount. Ask for a final count a week or so before the event, and bill for that count even if fewer guests show up. Put the rule in your contract and repeat it in the invoice terms.

Show extras clearly, like bar service, a cake cutting fee or late-night snacks. Many caterers take a deposit at booking, a second payment two weeks out, and the balance by the event day. Break these out on the invoice so clients can see what is left.

FAQ

Catering invoice questions

Is catering taxed?

In many US states, prepared food is taxed, and some also tax service charges. Check your state's rules.

What is the difference between a service charge and a tip?

A service charge is a fee set by the caterer that covers costs, and a tip goes to staff. Label them clearly so guests and clients are not confused.

How much deposit should I ask for?

Many caterers ask for 25% to 50% at booking to hold the date. Put the amount and refund rules in your contract.

What if the guest count goes up?

Bill the final count at the per-guest price. Say in your terms how late changes are handled.

Can I bill rentals at cost?

Yes. List them as separate lines, with or without a handling fee, whichever you agreed on.

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