Invoicing catering and events
Catering invoices typically price food per guest and list staff, equipment rental, delivery and service charges separately. Showing the guest count and the price per head makes the total easy to check.
Most caterers take a deposit when the booking is confirmed. Record it in Amount Paid and the invoice shows the balance due before or after the event.
What to include on a catering invoice
- Your business name, logo and contact details
- The client’s name, the event date and the venue
- An invoice number, the date and the due date
- Menu or package with the number of guests and price per guest
- Staff: servers, chefs or bartenders, by hours
- Rentals, delivery and setup
- Deposit received, tax, service charge and balance due
Example line items
- Buffet menu B – 80 guests
- Canapés – 3 per guest
- Service staff – 4 × 6 h
- Tableware and linen rental
- Delivery and setup
Deposits and final numbers
Agree when final guest numbers are due and how changes are charged, and put it in the terms. If the final count differs from the booking, update the quantity on the menu line before you issue the final invoice.
Frequently asked questions
How do I price per guest?
Enter the number of guests as the quantity and the price per guest as the rate. The amount is calculated for you.
How do I show the deposit?
Enter the deposit in Amount Paid. The invoice shows it and the remaining balance due.
Can I send a quote before the event?
Yes. Create it with the quote generator, then switch to Invoice once the event is confirmed.
Is BillOak free?
Yes. There is no signup, no subscription and no watermark.
More free document generators
- Freelance InvoiceInvoices built for freelancers and independent contractors.
- Contractor InvoiceBill labor, materials and deposits for building and trade jobs.
- Consulting InvoiceBill hours, day rates, retainers and expenses to your clients.
- Small Business InvoiceProfessional invoices for shops, studios and service businesses.
- Photography InvoiceBill shoots, editing, prints, travel and licensing to clients.
- Hourly InvoiceBill your time: hours × rate, totalled for you.
- Cleaning InvoiceInvoices for house, office and end-of-tenancy cleaning.
- Landscaping InvoiceBill lawn care, garden and landscaping jobs.
- Plumbing InvoiceInvoices for call-outs, repairs and installations.
- Electrician InvoiceBill electrical repairs, installs and inspections.
- Handyman InvoiceSimple invoices for repairs and odd jobs.
- Web Design InvoiceBill websites, development and maintenance.
- Graphic Design InvoiceInvoices for logos, branding and design projects.
- Tutoring InvoiceBill lessons and tutoring sessions to parents and students.
- UK VAT InvoiceVAT invoices with your VAT number, rate and totals in sterling
- GST Invoice (India)GST tax invoices with GSTIN, HSN/SAC codes and place of supply