Download Free Food Truck 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 Food Truck Invoice Template

Best for:

Logo, service window, venue and PO fields.

Editable Food Truck Invoice Template

Best for:

Edit menu, add travel, generator, staff.

Printable Food Truck Invoice Template

Best for:

Totals, gratuity, permits, signatures, times.

Free Food Truck Invoice Template

Best for:

Event date, headcount, menu, minimum, notes.

How to Invoice as a Food Truck

Quote it, take a deposit, serve the event, then close the balance fast.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

In 5 Steps:

Confirm the job details with the client and note date, service window, location, and expected headcount.
Build the invoice from the approved quote, matching the menu package and any fixed or time-based charges.
Add a deposit request with a clear due date and payment options.
Send the invoice and contract together, collect the deposit, and mark it as paid.
After service, record actual counts and time, add any extras, apply the deposit, and send the final balance with a due date.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

What to Include in a Food Truck Invoice

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

Invoice number and issue date
Food truck business name, logo, and contact info
Client or organization name and billing contact
Event date, service window, and site address
Menu package name and short description
Payment terms, deposit due date, and final due date
Tax ID or sales tax registration and tax rate
Health permit or inspection number and food truck permit (check local rules)
Insurance details and certificate-on-request note
Cancellation, weather, and gratuity policy

Billing Scenarios for Food Trucks

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

Event minimum guarantee; Per-guest charges

Private catering with a guaranteed minimum

Shows the minimum you’ll bill plus the per person cost above that.

Travel/mileage; Drive time

Long-distance event beyond your base radius

Covers fuel and crew time for the extra distance.

Generator rental; Fuel

Venue requires you to bring your own power

Power costs are not included in food pricing.

Temporary permit; Venue fee

Venue or city requires special paperwork or fees

Spell out cutoffs, reschedule options, and nonrefundable items. Keep it simple and consistent across invoices.

Overtime service; Additional hour

Service runs past the booked window

Signals time-based charges when service goes long.

Shortfall fee; Deposit applied

Makes clear you’ll recover the minimum and apply the deposit.

Free Online Invoice

No sign-in. Save as PDF.

Create a Free Account

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What food trucks usually bill for

Itemize menu items, event minimums, mileage, permits, and taxes with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

On-site service hour

Time

Serving at the truck

Qty × hourly rate. Track active serving time to reflect staffing and demand.

Per-guest catering package

Item

Tax Varies

Flat per-head event pricing

Qty (guests) × package rate. Bundles food + service; tax treatment varies when items can’t be split.

Prep kitchen hour

Time

Menu prep before event

Qty × hourly rate. Log batch cooking and commissary time to capture real labor.

Setup/breakdown hour

Time

Arriving early or closing late

Qty × hourly rate. Covers parking, staging, cleanup, and equipment tear-down.

Travel/mileage fee

Item

Jobs outside your normal radius

Miles × rate or zones. Note map distance and include round-trip for fairness.

Generator usage fee

Item

You supply event power

Qty × unit rate. Covers wear and maintenance when shore power isn’t available.

Propane/fuel surcharge

Item

High consumption events

Qty × unit rate. Tie to cook time or volume; note date and tank level change.

Temporary permit fee

Item

Events needing special permits

Pass-through as billed. Attach permit ID and date; keep receipts on file.

Rush booking fee

Item

Lead time under your minimum

Flat × rate. Compensates schedule disruption; document request date and event date.

Bottled beverage supply

Item

Taxable

Client adds packaged drinks

Qty × unit cost × (1 + markup%). List brand and pack size for clarity.

Save and reuse your food truck menu and fees

Create a free account and save menu prices, minimums, and mileage fees once, so nothing gets retyped.

Create a Free Account

☝️ Risk-free 30-day trial. No card.

Common Food Truck Invoicing Mistakes

Real work gets messy, but your invoice should not. Use these fixes to stay clear, fast, and dispute free.

Mistake

How to fix it

Leaving out deposit terms and deadlines slows cash flow and invites last-minute cancellations.

State the deposit amount, due date, and if it is refundable. Note how you apply it to the final balance.

Cramming all charges into one line creates confusion and disputes.

Break out food, service time, and add-ons on separate lines. Use short, plain labels clients recognize.

List arrival time, parking needs, clearance, and power or water needs. Add a site contact for smooth check-in.

Spell out cutoffs, reschedule options, and nonrefundable items. Keep it simple and consistent across invoices.

Applying sales tax wrong risks penalties and angry clients.

Show the tax rate and only tax taxable items like food and beverages. Check local rules.

Using vague units for people, time, or travel invites pushback on totals.

Pair every price with a clear unit like per guest, per hour, or per mile. Round totals the same way every time.

Food Trucks Invoice FAQs

Line items for events, per-guest menus, minimum guarantees, travel, permits, fuel, and overtime for mobile kitchens and food carts, get faster pay with clear answers.

What should my invoice include for a private event?

List service window, headcount, selected menu, travel, setup, tax, gratuity, and any permits. Use the Food Trucks Invoice Template to standardize. Example line item: “Taco package, 120 guests @ $14: $1,680.”

How do I bill a minimum guarantee vs per-guest pricing?

State the minimum and the per-guest rate, then charge the higher of the two. Reconcile to final headcount. Example: “Minimum guarantee: $1,200” and “Actual guests 98 @ $13: $1,274.”

What’s the clean way to charge travel and setup for a catering truck?

Quote a flat trip fee plus setup time. Include mileage if the site is far. Example: “Trip fee, 22 miles @ $1.25: $27.50” and “Setup, 1.5 hrs @ $60: $90.”

How should deposits show on the invoice?

Add a deposit as a separate paid line, then subtract it from the balance. Include the date received and method. Example: “Deposit received 09/02: $500 (credit), Balance due: $945.”

How do I show a brewery or festival revenue share?

List gross sales, the agreed percentage, and the net remittance. Add any vendor fees from the organizer. Example: “Gross sales: $6,420; Venue share 15%: $963; Net to truck: $5,457.”

What’s the right way to bill overtime when the line runs long?

State your service window and your overtime rate in the terms. Then add actual overage. Example: “Overtime, 45 min @ $120/hr: $90.”

How do I charge for power and fuel when I bring my own generator?

Bill generator time plus fuel, or a flat hookup if the venue supplies power. Note hours used. Example: “Generator, 4 hrs @ $15: $60” and “Propane, 3 gal @ $4: $12.”

Can I pass through permits, commissary, and health compliance costs?

Yes, if allowed by the contract. Rules vary—check local rules. Example: “City event permit: $85” and “Commissary access fee: $25.”