A catering invoice lists your business details, the client, the event date, venue and guest count, an invoice number, the food per guest or per tray, staff hours, rentals, delivery and setup, any service charge and sales tax, the deposit paid, the balance due and when it is due.
Download the free template below in Word, PDF or Excel, or fill it in online and download a PDF in about two minutes, without signing up.
Free Catering Invoice Template (Word, PDF, Excel)
Use the filled-in example to see how per-guest pricing, staff and a deposit are laid out, or the blank version for your next event.
The online editor opens with per-guest catering, service staff, bartender, rentals, delivery and setup, and a service charge line. Change the details and download your PDF.
The Word file opens in Word, Google Docs (File → Open → Upload), Pages and LibreOffice. The spreadsheet works out the totals for you.
What to include on a catering invoice
Catering invoice example (filled-in sample)
This is the example from the PDF above: a Portland caterer billing a company for a buffet lunch for 60 guests, with a $700 deposit already paid. The example has no sales tax; many states do tax catering, so check yours.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Mediterranean buffet lunch — per guest | 60 | $28.00 | $1,680.00 |
| Service staff — 3 staff × 4 hours | 12 | $35.00 | $420.00 |
| Rentals: linens, chafing dishes, serveware | 1 | $180.00 | $180.00 |
| Delivery and setup | 1 | $95.00 | $95.00 |
| Service charge — 18% of food (not a gratuity) | 1 | $302.40 | $302.40 |
| Subtotal | $2,677.40 | ||
| Deposit paid (Oct 28) | −$700.00 | ||
| Balance due (USD) | $1,977.40 | ||
Notes used in the example: "Balance due 7 days before the event (Nov 13). The service charge is not a tip and is not paid to staff as gratuity. Gratuity is optional. Please include invoice number OT-2026-087 with your payment."
Service charge vs gratuity on a catering invoice
These look similar to clients but are treated differently, so label them clearly:
- Service charge: a fixed or percentage charge you add to every invoice, such as "18% of food". The IRS says automatic charges added to a bill are not tips; they are income to the business, whether or not you share them with staff.
- Gratuity (tip): a payment is a tip only if the client voluntarily decides to pay it and chooses the amount. Show it as optional, or leave it off the invoice and let the client add it.
Writing "service charge (not a gratuity)" on the line avoids clients assuming the staff were already tipped. If you employ staff, ask your accountant how to handle tips and service charges in payroll.
How to price lines on a catering invoice
Per-guest pricing
Bill the package or menu per guest at the final confirmed count, for example "Buffet dinner — per guest × 120". State in your terms the date the final count is due, and that you bill for the confirmed count even if fewer guests arrive.
Drop-off catering
For trays and boxed meals without staff, list each tray or item with its quantity, plus a delivery fee. No service charge is needed if nobody serves.
Full-service and wedding catering
List food, staff, bar service, rentals, cake cutting and setup and breakdown separately. Couples and planners compare quotes line by line, and a clear invoice reduces questions.
Deposits and the final balance
Most caterers take a deposit to hold the date and buy ingredients, then the balance a few days before the event, once the final count is in. Show the deposit as a line taken off the total so the balance is clear, and say in your terms whether the deposit is refundable if the event is cancelled.
Sales tax on catering
Many states tax prepared food and catering, and some also tax the service charge, delivery or rentals. Rules differ by state, so check yours. If tax applies, show it on its own line below the subtotal.
How caterers get paid on time
- Take a deposit before you buy ingredients.
- Make the balance due before the event, with the final guest count.
- Invoice extras the next day — extra guests or extended staff hours on a short final invoice.
- Follow up on late payments — here are payment reminder emails you can copy, or let Pro send reminders automatically 1, 7 and 14 days after the due date.
How to create a catering invoice online
Open the template
Open the catering invoice template. It starts with per-guest catering, staff, bartender, rentals, delivery and a service charge line. No sign-up is needed to try it.
Add your business details and logo
Saved automatically for every future invoice.
Add your client and event
Client name, event date and venue; put the guest count and event times in the notes.
Fill in food, staff and extras
Set the guest count and price per guest, staff hours, rentals and any service charge. Add sales tax if your state requires it, and note the deposit already paid.
Download the PDF or email it
Download a PDF or email it to your client straight from the app.
Free invoice generator for caterers
- Professional PDF with your logo
- Email invoices to clients straight from the app
- Track status — draft, unpaid, paid, overdue
- Saved clients and one-click duplicate for repeat orders
- Automatic payment reminders 1, 7 and 14 days after the due date (Pro)
The free plan includes 3 invoices with no credit card. Pro is $9 a month for unlimited invoices. It doesn't do proposals, menus, event booking or card payments; if you need those, catering software is the better fit.
Ready to invoice your next event?
Per-guest pricing, staff and rentals, ready to fill in. No sign-up needed to try it.
Open the Catering TemplateFrequently asked questions
What should a catering invoice include?
Your business details, the client's name, the event date, venue and guest count, an invoice number, the food per guest or per item, staff hours, rentals, delivery and setup, any service charge and sales tax, the deposit already paid, the balance due and when it is due.
Is a service charge the same as a tip?
No. The IRS says a payment is a tip only if the customer voluntarily decides to pay it and determines the amount. An automatic charge added to the bill, such as 18% of food, is a service charge and is income to the business. Label it clearly so clients know whether staff have been tipped.
How much deposit do caterers take?
It is set in your contract; many caterers take a deposit to hold the date and cover ingredients, with the balance due a few days before the event. Show the deposit on the invoice as paid and state whether it is refundable.
Do caterers charge sales tax?
Often, yes. Many states tax prepared food and catering, and some also tax service charges, delivery or rentals. Check your state's rules and show any tax on its own line.
Is there a free catering invoice template in Word?
Yes. The Word template on this page (.docx) opens in Microsoft Word, Google Docs, Pages and LibreOffice. There is also a blank PDF, a filled-in example, an Excel spreadsheet that calculates the balance after a deposit, and an online editor that opens with catering line items ready.