Free invoice templates for caterers built for menu items, per person charges, and service charges. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.
Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.
How to label charges so every invoice makes sense the moment your clients see it.
List menu, per person charges, staffing, rentals, and service fees with professional invoice line items.
Invoices go sideways when details are hidden or rules are vague. Use these quick fixes to prevent disputes and speed up payment.
Line items for per person menus, rentals, bar service, staff, travel, tax, deposits, corkage, tastings, overtime, and venue fees for caterers, clear answers.
List a guaranteed minimum and a final count deadline. Add an overage rate for adds within 72 hours. Example line: “Entrée package, 125 guaranteed guests @ $38 pp, final 142, 17 overage @ $42 pp.”
Break out servers, chefs, and bartenders by hours and rate, plus a service charge. Clarify if the service charge is not a tip. Example line: “Event staff, 6 servers x 6 hrs @ $28/hr; service charge 18% on food and labor.” Use your Caterers Invoice Template to keep these sections consistent.
Put food and beverage on one subtotal and labor, rentals, and delivery on another. Apply tax only where your state requires. Example lines: “Food subtotal $5,200 taxable” and “Labor and rentals subtotal $2,150 non-taxable.” Rules vary. Check local rules.
Bill a flat tasting fee now, then credit it on the event bill if they hire your catering company. Note any guest limit. Example lines: “Tasting for 2, $150” and later “Tasting credit, -$150.”
List each rental as a pass-through with your markup and the vendor name. Include loss/damage waiver if required by the supplier. Example line: “Chiavari chairs, 150 @ $5.50 ea, 15% markup, Vendor: PartyRentals Co.”
If you provide alcohol, use per person packages or consumption with per-bottle rates, plus bartender hours and ice. If the venue requires client-supplied alcohol, add corkage and glassware. Example lines: “Open bar package, 100 guests @ $22 pp” and “Corkage, 48 bottles @ $3.”
State standard setup and teardown windows, then an hourly overtime rate for each crew type. Get the venue manager to sign the out-time. Example line: “Overtime, kitchen crew, 3 hrs @ $45/hr.”
Use milestones tied to booking, menu approval, and final count. Spell out nonrefundable portions and cutoffs. Example lines: “Deposit 30% at booking,” “Progress payment 40% at T–30 days,” “Balance due at T–5 days,” “Cancellation inside 14 days, 50% of estimate.”
