Professional & personal services
Free Catering Invoice Template
Free catering invoice template with per-guest pricing, staffing and deposit terms. Edit the guest count and download a professional PDF in one minute.
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Catering is billed against a guest count that is not final until a week before the event, which is why a catering invoice is really three documents in sequence. The first is the deposit — typically half the estimated total, non-refundable, issued the day the date is held. The second is the balance, priced against the guaranteed count the client confirms seven to ten days out; you buy and cook for that number, so you bill for that number even if fewer people walk through the door. The third covers on-the-day additions. Price food and beverage per guest, but bill staffing by the hour and rentals as a pass-through package, because those scale differently and clients want to see the split. A service charge is not a gratuity, and in several states the two are treated differently for tax and wage purposes, so label it plainly and never let it read as a tip. Prepared food is taxable in most US jurisdictions at the rate where the event is held, not where your kitchen sits.
RIVERA STUDIO
INVOICE
Bill To
Northwind Coffee Co.
402 Bleecker Street
New York, NY 10014
- Number
- INV-0042
- Issue Date
- Jul 1, 2026
- Due Date
- Jul 16, 2026
| Description | Qty | Unit Price | Amount |
|---|---|---|---|
| Plated dinner service — three courses | 120 guest | $88.00 | $10,560.00 |
| Passed hors d’oeuvres reception — 1 hour | 120 guest | $24.00 | $2,880.00 |
| Bar service — beer, wine and soft drinks | 120 guest | $32.00 | $3,840.00 |
| Event staff — servers, bartenders and captain | 32 hour | $45.00 | $1,440.00 |
| Rentals — china, glassware, flatware and linen | 1 package | $1,425.00 | $1,425.00 |
- Subtotal
- $20,145.00
The template opens with these lines already filled in. Change any of them — they are a starting point, not a price list.
What a caterer invoice usually contains
These are the lines this template starts with, at illustrative US rates for 2026. Every description, quantity, unit and rate is editable.
| Description | Qty | Unit Price | Amount |
|---|---|---|---|
| Plated dinner service — three courses | 120 guest | $88.00 | $10,560.00 |
| Passed hors d’oeuvres reception — 1 hour | 120 guest | $24.00 | $2,880.00 |
| Bar service — beer, wine and soft drinks | 120 guest | $32.00 | $3,840.00 |
| Event staff — servers, bartenders and captain | 32 hour | $45.00 | $1,440.00 |
| Rentals — china, glassware, flatware and linen | 1 package | $1,425.00 | $1,425.00 |
| Total | $20,145.00 | ||
- Default unit
- guest
- Payment terms
- Net 15
- Suggested layout
- elegant
Terms this template starts with
A non-refundable deposit of 50% is due on booking and confirms the date. The balance is due 15 days after the event unless otherwise agreed in writing. Cancellation more than 60 days before the event forfeits the deposit only; inside 30 days, 75% of the contracted total is payable; inside 7 days, the full contracted total is payable. Menu changes after the final count may not be possible. The client is responsible for venue access, power and licensed alcohol service where required.
- Your logo, accent colour and business details
- Any currency, with named tax rates per line
- Six layouts on A4 or US Letter
- Hosted payment link and read receipts with a free account
Caterer invoicing questions
- How much deposit should a caterer take, and is it refundable?
- Half the estimated total on booking is the common standard, with the balance due shortly before or after the event. Make the deposit non-refundable in writing and explain why: holding a date means turning away every other client for it. Set out a tiered cancellation schedule as well, so late cancellations recover the food and labor already committed.
- What is a guaranteed guest count and why does it matter on the invoice?
- It is the number the client confirms seven to ten days out, and it becomes the minimum you bill. You purchase, prep and staff against that figure, so it cannot fall afterwards. Print the count and the date it was confirmed on the invoice; late additions are then billed as their own line at the per-guest rate.
- Is a service charge the same as a tip?
- No, and the difference is legally meaningful in many places. A mandatory service charge is revenue to the business, is frequently taxable, and may carry wage-distribution obligations, while a tip is voluntary and belongs to the staff. Label the line clearly, disclose it in the contract, and check the wage and tax rules in your state.
- Do I charge sales tax on catering?
- Prepared food and catering services are taxable in most US states, and the applicable rate is usually the one at the event location rather than at your kitchen. Rentals, staffing and mandatory service charges are sometimes taxed differently from the food itself. Confirm the rules for each event’s jurisdiction with a local accountant or the state revenue department.