Download Free Bartender Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Bartender Invoice Template

Best for:

Logo, COI and event fields.

Editable Bartender Invoice Template

Best for:

Edit packages, travel, overtime rates.

Printable Bartender Invoice Template

Best for:

Totals, deposit line, signatures, dates.

Free Bartender Invoice Template

Best for:

Hours, menu, rentals, service notes.

How to Invoice as a Bartender

A simple flow that covers the job, the deposit, and the final balance.

Free Online Invoice Generator

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In 5 Steps:

Confirm headcount, service window, menu, and what the client will provide.
Estimate labor, setup and teardown, equipment, travel, and supplies, then draft an itemized invoice.
Add the deposit with due date and terms, then send the invoice for approval and payment.
Work the event, track actual hours and reimbursables, then apply the deposit.
Issue the final invoice with receipts and balance due, then schedule polite reminders.

Free Online Invoice Generator

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What to Include in a Bartender Invoice

These are the must-have fields for clear, compliant invoices.

Business name, logo, and contact info
Client name and contact info
Invoice number
Issue date and due date
Event date, service window, and venue address
Itemized list of services and charges
Deposit received and remaining balance
Payment terms, accepted methods, and late fee policy
Tax lines for taxable items, and check local rules
Compliance identifiers: business license number, server certification ID, insurance policy number, and permit number if needed

Billing Scenarios for Bartenders

How to label charges so every invoice makes sense the moment your clients see it.

On-site bartending (x hours); Setup and teardown time

On-site bartending for a private event

Separates service time from setup so clients understand labor before and after service.

Menu design; Tasting session

Custom cocktail menu and tasting

Covers creative work before the event and time to taste and refine.

Shopping time; Reimbursable supplies

Pre-event shopping for mixers, garnish, and supplies

Calls out the time to shop and the items bought on the client's behalf.

Portable bar rental; Equipment and ice package

Portable bar, tools, and ice supplied by you

List your business license number, server certification ID, and insurance policy number. If permits are needed, add the permit identifier and check local rules.

Travel mileage; Travel time

Travel beyond your base radius

Makes distance costs visible and fair for both parties.

Cleanup service; Waste disposal fee

Clarifies that breakdown and hauling are outside normal service time.

Free Online Invoice

No sign-in. Save as PDF.

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What bartenders usually bill for

Itemize labor, alcohol and mixers, setup, glassware, and service charges with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Bartending labor (standard)

Time

Staff the main bar service

Hours × hourly rate. Set staffing by guest count and service style for smooth pours.

After-hours bartending

Time

Service runs past agreed end

Hours × hourly rate. Use for extensions beyond contract to keep overtime transparent.

Setup & breakdown time

Time

Load-in, bar setup, cleanup

Hours × hourly rate. Track staging, ice runs, and teardown to capture non-serving time.

Barback/assistant labor

Time

Add support for speed/stock

Hours × hourly rate. Improves throughput and glass reset at busy bars.

Hosted bar package (per guest)

Item

Tax Varies

One turnkey hosted bar

Guests × package rate. Mix of labor and consumables; itemized bundle where tax may vary.

Non-alcoholic beverage package

Item

Taxable

Provide sodas, juice, water

Qty × unit rate or cost × (1 + markup%). Attach supplier receipts when applicable.

Disposable cups & napkins

Item

Taxable

Client chooses disposables

Qty × unit rate. Include lids/stirrers if provided; count sleeves for accuracy.

Ice (bagged)

Item

Taxable

Venue lacks ice supply

Bags × unit rate. Include buffer for melt and specialty ice if required.

Garnish kit

Item

Taxable

Citrus, herbs, syrups

Qty × unit rate. Prepped garnishes and house syrups; list flavors for clarity.

Permit handling & COI

Item

Event requires permits/COI

Pass-through as billed. Add admin time separately if needed; attach approvals and certificates.

Save and reuse your bartending rates and fees

Create a free account and save labor rates, package add-ons, and service fees once, so nothing gets retyped.

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Common Bartender Invoicing Mistakes

Invoices go sideways when details are fuzzy or missing. Use these quick fixes to keep money and relationships solid.

Mistake

How to fix it

Bundling labor, equipment, and supplies into one line hides costs and triggers pushback.

Split labor, rentals, and supplies into separate lines with clear units. Keep the summary short and the lines precise.

Leaving out the service window and overtime policy leads to disputes when the party runs long.

State the start and end times and what counts as overtime. Note the overtime rate and how it is calculated.

Set the deposit, the due date, and the refund rules in writing. Apply the deposit on the final invoice and show the math.

List your business license number, server certification ID, and insurance policy number. If permits are needed, add the permit identifier and check local rules.

Charging tax incorrectly on alcohol, rentals, or service fees can overcharge or undercharge clients.

Check local rules. Put tax only on items that are taxable and show each tax line clearly.

Failing to attach receipts for reimbursables slows payment and erodes trust.

Attach clear photos or PDFs of receipts and keep totals easy to verify. Note who purchased the items and when.

Bartenders Invoice FAQs

Bill bar staff hours, open bar packages, mixers, rentals, travel, and permits with clean line items and terms. Faster payouts start with clear answers.

How should I price a four-hour private event with two bartenders and a barback?

Use hourly for labor plus a setup block. Add a minimum. Example line items: “Lead mixologist, 4 hrs @ $65/hr = $260,” “Barback, 4 hrs @ $30/hr = $120,” “Setup/strike, 2 hrs @ $60/hr = $120.”

What’s the clean way to bill when I buy the alcohol vs when the client supplies it?

If you purchase, list bottles by type with unit cost and markup. If client supplies, charge a corkage or handling fee. Example: “Whiskey, 6 btls @ $28 + 20% = $201.60,” or “Client-supplied alcohol handling, 5 hrs @ $20/hr = $100.”

How do I show mixers, ice, and garnishes so clients see the markup?

Group them as a per-guest package or itemize. Show your cost and your margin. Example: “Mixers/ice/garnishes package, 80 guests @ $4.50 = $360,” or “Limes, 6 lbs @ $2 + 30% = $15.60.”

What should I bill when guest count jumps last minute?

Add a change order with per-guest pricing and extra staff if needed. Note cutoff times in terms. Example: “Guest increase +20 @ $12/guest = $240,” “Added bartender, 3 hrs @ $60/hr = $180.”

Do I charge for travel, parking, and load-in/out time?

Yes. Price mileage or a zone fee, plus paid parking and load-in time. Example: “Travel, 24 miles @ $0.70 = $16.80,” “Venue parking reimbursement = $18,” “Load-in/out, 1.5 hrs @ $55/hr = $82.50.”

How do I handle glassware and portable bar rental on the invoice?

Treat rentals like equipment with a day rate and a breakage deposit. Note cleaning or replacement fees. Example: “Rocks glass rental, 120 pcs @ $0.60 = $72,” “Portable bar, flat day rate = $95,” “Breakage deposit = $150.” Use our Bartenders Invoice Template to list rentals clearly.

What permits or insurance details belong on the invoice?

If your city or venue needs a temporary alcohol permit or a COI, list the fee and attach the document number. Rules vary—check local rules. Example: “COI processing fee = $25,” “Special event permit, City ref #SE-44721 = $55.”

How do I charge for overtime and after-hours wrap?

State an hourly overtime rate and a cutoff for last call. Add cleanup past venue curfew as after-hours. Example: “Overtime labor, 1 hr @ $90/hr = $90,” “After-hours cleanup, 45 min @ $70/hr = $52.50.”