Personal Chef Invoice Template

Free invoice templates for Personal Chefs built for groceries, labor, and mileage charges. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: personal chef invoice, personal chef bill, or private chef invoice.

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Download Free Personal Chef 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 Personal Chef Invoice Template

Best for:

Logo, event and contract fields.

Editable Personal Chef Invoice Template

Best for:

Edit courses, costs, allergies, staff.

Printable Personal Chef Invoice Template

Best for:

Totals, gratuity, signatures, dates.

Free Personal Chef Invoice Template

Best for:

Guests, menu, kitchen notes, travel.

How to Invoice as a Personal Chef

From menu to money, this keeps your billing simple and fast.

Free Online Invoice Generator

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In 5 Steps:

Confirm scope, headcount, event date, kitchen access, and deposit terms in writing.
Send a deposit invoice and collect payment to lock the booking.
Plan the menu, note dietary needs, and track prep and shopping time and receipts.
Complete the service and log actual hours plus any approved add-ons.
Build the final invoice with itemized time and ingredients, apply the deposit, and set a clear due date.

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What to Include in a Personal Chef Invoice

Use these fields to keep every invoice clear and compliant.

Business name, logo, and contact info
Client name and contact info
Invoice number and issue date
Service date and service address
Food safety certification # (check local rules)
Business license # or permit/inspection # (if required)
Short service description
Itemized services (prep hours, on-site cooking, cleanup)
Itemized ingredients with quantities
Deposit received and deposit applied
Payment terms, due date, and accepted methods
Tax on taxable items (check local rules)

Billing Scenarios for Personal Chefs

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

Menu planning & prep time; Ingredients

Weekly meal prep for a household

Separates your time from groceries so the package reads fair and clear.

Tasting session fee; Booking deposit

Tasting before a private dinner booking

Covers upfront time and locks the date.

Travel fee; On-site setup time

Travel beyond your standard service radius

Offsets extra distance and the time to unload and set up.

Equipment rental; Service staff

Rental gear or extra staff needed

Add your food safety certification number and any required license or permit numbers. If rules vary, check local rules.

Rush fee; After-hours rate

Short-notice or late-night service

Prices the disruption and off-peak work.

Specialty ingredients; Sourcing time

Accounts for premium items and time spent finding them.

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What personal chefs usually bill for

List groceries, meal prep labor, service hours, and mileage with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Menu Planning & Recipes

Time

New menu or dietary shift

Hours × hourly rate. Document client preferences and allergens so production runs smoother and avoid rework.

Grocery Shopping Service

Time

You source ingredients

Hours × hourly rate. Note store stops and keep receipts on file to support pass-through costs.

Ingredients & Groceries

Item

Taxable

Client keeps the food

Cost × (1 + markup%). List key items for clarity; attach receipts when needed.

On-Site Cooking Session

Time

Cooking at client location

Hours × hourly rate. Track prep, cook, and plating time separately for accurate scope control.

Weekly Meal Prep Session

Time

Batch meals for the week

Hours × hourly rate. Label meals and note reheating instructions to reduce callbacks.

Disposable Containers & Labels

Item

Taxable

Single-use packaging provided

Qty × per-unit rate. Choose food-safe containers; include labels for date and allergens.

Kitchen Assessment & Setup

Time

First visit to a new kitchen

Hours × hourly rate. Inventory tools, check fridge temps, and map workflow to speed future services.

Dietary Consultation

Time

Intake for nutrition goals

Hours × hourly rate. Capture restrictions and macro targets so recipes align with client outcomes.

Travel Fee & Mileage

Item

Jobs beyond your service radius

Miles × mileage rate. Note origin and destination to justify distance on the invoice.

After-Hours Surcharge

Item

Evenings, weekends, or holidays

Hours × after-hours rate. Apply only to time outside standard hours; call it out on estimates.

Save and reuse your personal chef menu and fees

Create a free account and save grocery budgets, labor rates, and service fees once, so nothing gets retyped.

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Common Personal Chef Invoicing Mistakes

Billing can get messy; use these fixes to keep it clear and dispute-free.

Mistake

How to fix it

Leaving headcount and servings off the invoice leads to scope creep and unhappy portions.

State headcount, courses, and servings. Tie your time to the agreed plan and adjust only with written approval.

Not defining the service window or overtime rules turns small delays into disputes.

List start and end times plus what counts as overtime. Note the rate and when the clock starts.

Require written approval for any change before work starts. Note that added costs are billed on the final invoice.

Add your food safety certification number and any required license or permit numbers. If rules vary, check local rules.

No cancellation or reschedule terms leaves you eating costs when plans shift.

Write clear cutoffs and fees. Explain how notice periods affect refunds or credits.

Charging tax wrong on taxable items risks non-compliance and rework.

Apply tax only where required and only to taxable items. Verify the rules for your location and keep receipts.

Personal Chefs Invoice FAQs

Line items for dinner parties, meal prep, groceries, travel, assistants, and tax, plus the Personal Chefs Invoice Template you need. Faster billing, fewer disputes, clear answers.

How do I bill for groceries and pantry items?

List food as reimbursable at cost with receipts. Add a shop fee if you do store runs. Example: “Groceries: actual receipts $186.42” and “Shopping Fee: 10% $18.64.”

What should a private dinner party invoice include?

Break out menu planning, prep, on-site cooking time, service, and cleanup. Add headcount and per-person food costs. Example: “8-Guest Tasting Menu: labor 6 hrs $540; Ingredients: $320; Cleanup: 1 hr $90.”

Do I charge sales tax on my services?

Many states tax prepared food or delivery, but rules vary—check local rules. If taxed, separate labor from taxable items. Example: “Prepared Meals: $300, Sales Tax 8.25%: $24.75.”

How do I price weekly meal prep vs hourly gigs?

Offer a flat per-session package for regulars and hourly for ad-hoc. Include portions and add-ons. Example: “Weekly Meal Prep: 5 entrées, 4 portions each $425; Extra Kids Portions: 6 x $5 = $30.”

Can I add a travel or shopping fee outside my service area?

Yes. Use a per-mile rate or a flat zone fee. Example: “Travel: 22 miles x $0.65 = $14.30” or “Out-of-Area Fee: Zone B $25.”

How do I handle cancellations and no-shows?

State a window and a fee. Keep it simple. Example: “Cancellation <48 hrs: 50% of booking $200” or “Same-Day Cancel: full labor minimum $300.”

What about staffing, rentals, and disposables for events?

Bill assistants, dish rental, and disposables as separate lines. Pass through third-party costs with your markup. Example: “Server: 4 hrs $25/hr = $100; Plate Rental: $2.50 x 20 = $50.”

Should I bill for menu planning and tastings?

Yes. Charge for culinary consulting time and tasting ingredients. Example: “Menu Development: 1.5 hrs $90/hr = $135; Tasting Ingredients: receipts $48.19.”