Event Planner Invoice Template

Free invoice templates for Event Planners built for planning and coordination, vendor management fees, and travel and mileage charges. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: event planner invoice, event planner bill, or gala planner invoice.

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Download Free Event Planner 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 Event Planner Invoice Template

Best for:

Logo, PO and venue fields.

Editable Event Planner Invoice Template

Best for:

Edit packages, travel, change orders.

Printable Event Planner Invoice Template

Best for:

Totals, deposit line, signatures, dates.

Free Event Planner Invoice Template

Best for:

Scope, vendors, hours, milestones.

How to Invoice as an Event Planner

Keep it simple, tie every charge to scope, and show how the deposit lowers what’s left to pay.

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In 5 Steps:

Gather event details and the signed contract so scope, dates, and deliverables are settled.
Log your planning hours, flat-fee packages, and any billable expenses with proof.
Add fees that apply to the job, like coordination, vendor management, travel, or rush.
Record the retainer on the invoice and apply the deposit to the balance per the contract.
Set payment terms, attach receipts and approvals, and send with clear how-to-pay options.

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What to Include in an Event Planner Invoice

These are the must-have fields for clear, compliant, on-time payment.

Your business name, address, phone, and email
Business license or registration ID
Tax ID (check local rules)
Client name and billing address
Event name, date, and location
Invoice number
Issue date and due date with payment terms
Contract or proposal reference number
Permit or approval number (if applicable)
Line item table headers and totals, deposit received, payments applied, and balance due

Billing Scenarios for Event Planners

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

Full-service planning package; Project management fee

Full-service planning from kickoff to breakdown

Use when you manage the whole project and need a fixed scope plus a management line.

Day-of coordination; Rehearsal management

Day-of support with a rehearsal the day before

Separates event-day coverage from the rehearsal so time and responsibilities are clear.

Rush booking fee; Expedited vendor sourcing

Booking inside a short lead time

Covers the extra lift to source and confirm vendors on a compressed timeline.

Travel time (per hour or mile); Lodging per night

Travel outside your normal service area

Show taxes and mandatory fees as separate lines and note when tax applies; check local rules.

Vendor deposit reimbursement; Processing fee

You advance money to secure a vendor

Makes pass-through funds visible and covers payment handling work.

Rescheduling fee; Revised timeline planning

Accounts for rebooking time and the admin required to shift plans.

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What event planners usually bill for

List planning and coordination, vendor management, staffing, and travel with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Planning consultation

Time

New client or project kickoff

Time × hourly rate. Set expectations, gather requirements, and outline scope before deeper planning begins.

Venue scouting & site visits

Time

Comparing venues or touring sites

Time × hourly rate. Include drive time on the same line only if it’s part of the appointment block.

Vendor sourcing & contracts

Time

Getting quotes or booking vendors

Time × hourly rate. Track outreach, quote review, and contract routing to keep procurement auditable.

After-hours coverage

Time

Work outside standard hours

Time × after-hours rate. Use for late calls, overnight load-ins, or strike beyond normal schedule.

Timeline & run-of-show

Item

Finalizing the event schedule

Fixed fee or Time × hourly rate. Deliver a shareable PDF and update versions with change control.

Day-of coordination

Time

Managing setup through strike

Time × hourly rate. Log prep, cueing, and vendor management by the hour to reflect real effort.

Rehearsal management

Time

Walk-throughs with talent/clients

Time × hourly rate. Cover blocking, timing, and comms checks so show day runs clean.

Permit handling & applications

Item

City, park, or fire permits needed

Pass-through as billed. List agency fees separately; log any admin hours on their own line.

Travel & mileage

Item

On-site visits beyond local radius

Qty × per-mile rate or flat trip fee. Note origin, destination, and purpose for transparency.

Printed signage & programs

Item

Taxable

Client keeps printed materials

Qty × unit cost × (1 + markup%). Provide proofs and get sign-off before sending to print.

Save and reuse your planning packages and fees

Create a free account and save package prices, staffing, and vendor fees once, so nothing gets retyped.

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Common Event Planner Invoicing Mistakes

Invoices fail when details are fuzzy or math is hidden; here are quick fixes that keep cash moving and disputes low.

Mistake

How to fix it

Leaving off the due date slows payment and invites “we thought it wasn’t urgent.”

Always add a clear due date and terms on the face of the invoice and in reminders.

Using vague descriptions creates scope fights and write-offs.

Write plain service names and short outcomes so clients know what work they’re paying for.

Add those identifiers near the top of every invoice so it routes fast.

Show taxes and mandatory fees as separate lines and note when tax applies; check local rules.

Failing to show the deposit and how it reduces the total makes the balance look wrong.

Display the retainer as a prior payment and show the new balance after it’s applied.

Billing reimbursable expenses without proof triggers pushback.

Attach receipts or confirmations and summarize each expense so approval is easy.

Event Planners Invoice FAQs

Line items for venue scouting, vendor markup, rentals, overtime, travel, permits, and cancellations. Use our Event Planners Invoice Template for clear answers.

How do I bill for venue scouting and site visits?

List scouting as billable time plus mileage. Add each site by date. Example: “Site visit, 2 hours @ $95/hr = $190” and “Mileage, 24 mi @ $0.67 = $16.08.”

How should I itemize vendor management and my markup?

Separate pass-throughs from your coordination fee. Show your percentage clearly. Example: “Catering, vendor bill $6,000 + 12% management fee = $720; Coordination, 8 hours @ $85/hr = $680.”

What’s the clean way to charge for rentals and décor purchases?

Break out each rental with quantity, rate, and dates, then list purchase items at cost plus markup. Example: “Chiavari chairs, 150 @ $5 = $750” and “Linens purchase $420 + 20% markup = $84.”

How do I handle last-minute changes or add-ons?

Use a change order line tied to the date and approval. Price the delta only. Example: “Change order #3: Add photo booth package = $650.”

How do I price on-site staffing and overtime for setup and teardown?

Set base hourly rates and a higher after-hours rate. Track clock-in/out. Example: “On-site producer, 6 hrs @ $95 = $570” and “Overtime, 2 hrs @ $140 = $280.”

Can I charge travel, per diem, and mileage?

Yes. Spell out per diem and mileage rate. Example: “Travel day rate = $300,” “Per diem, 2 days @ $65 = $130,” and “Mileage, 180 mi @ $0.67 = $120.60.”

Do cancellations or date changes belong on the invoice?

Yes. Reference your contract and show nonrefundable fees minus any refundable costs. Example: “Cancellation fee, 25% of planning package = $1,000; Vendor refunds applied = -$350.”

Do I need to add permit or insurance fees?

If your event requires city permits or a COI, list them as compliance costs. Rules vary—check local rules. Example: “Park event permit = $110” and “COI issuance fee = $35.”