Catering Invoice Template
A catering invoice bills the per-person rate multiplied by the final guest count, plus staffing hours, rentals, delivery and setup. Show the deposit already paid as a deduction, and keep any service charge separate from gratuity, since in many places they are taxed differently. Build one free below, no signup.
Catering is one of the few trades where the invoice is written twice: once as a deposit at booking, and again as the balance after the event, when the guest count has changed and someone added a dessert table on the day. If the final invoice does not reconcile clearly against the original quote, that conversation happens over email a week later.
What goes on a catering invoice
| Line | What it covers |
|---|---|
| Menu & per-head rate | Package or per-item pricing × final confirmed headcount |
| Staffing | Servers, chefs and bar staff, hours × rate, per role |
| Rentals | Linens, chafers, glassware, tables, itemised |
| Delivery & setup | Transport, setup and breakdown time |
| Service charge / gratuity | Kept as separate lines, not merged |
| Deposit paid | Deducted from the total, with the date it was received |
A worked example
A corporate lunch for a confirmed 80 guests, invoiced after the event:
- Buffet package, 80 guests @ $28.00/head: $2,240.00
- Servers, 3 × 5 hrs @ $32.00/hr: $480.00
- Chafers, linens and glassware rental: $310.00
- Delivery, setup and breakdown: $180.00
- Service charge, 18%: $577.80
- Less deposit received 2 July, −$1,000.00
- Balance due $2,787.80 · tax as applicable · due in 14 days
The deposit appears as a deduction rather than being quietly netted off the top. Clients want to see the full value of the event and then their credit. It is also what their finance team needs to match against the original payment.
What causes catering billing disputes
- Headcount not stated. Show the number you billed. If it differs from the booking, note when the final count was confirmed.
- Service charge and gratuity merged. They are different things: one is a business charge, the other is for staff, and in many jurisdictions they are treated differently for tax. Merging them causes problems for both sides.
- Day-of additions with no reference. If the client added a course or extended the bar, list it separately so the increase over the quote is obvious.
- Deposit missing from the final invoice. The single fastest way to get an angry email.
Create a catering invoice free
Enter menu lines, staffing, rentals and your deposit, watch the balance calculate, and download a clean PDF. No account, no watermark.
Quoting the event first? The quote and estimate generator produces the document you send at booking. Need a receipt for the deposit? Use the receipt template.
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Frequently asked questions
How do I show the deposit on a catering invoice?
List the full event value first, then show the deposit as a deduction with the date it was received, leaving a clearly labelled balance due. Netting the deposit off silently makes the invoice impossible to reconcile against the client’s payment records.
Is a service charge the same as gratuity?
No. A service charge is a business charge set by the caterer; gratuity is intended for staff. Many jurisdictions treat them differently for tax, so they belong on separate lines rather than combined into one percentage.
What if the guest count changed after booking?
Bill the final confirmed count and note the date it was confirmed on the invoice. Most catering contracts set a cut-off after which the count cannot drop. Referencing that date on the invoice settles the question before it is asked.