Catering Invoice Template

A free catering invoice template for caterers and personal chefs. Describe the event, let AI draft the line items, then download a professional PDF.

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What to Include on a Catering Invoice

A catering invoice should read like the event: menu package and guest count, staffing, rentals, delivery, and the service charge, each on its own line. "Catering for wedding, $4,800" starts an argument; "plated dinner, 80 guests at $45" ends one.

Include the event date and venue, your business details, the client's, a unique invoice number, deposit already paid, the balance due date (typically before the event), and payment terms. If the guest count can change, state the per-person rate and the final-count deadline.

Common Catering Pricing Structures

Catering pricing stacks several components:

  • Per person: buffet service commonly runs $25–$45/person, plated dinners $45–$85, appetizer receptions $20–$40. Bar packages separate.
  • Staffing: servers and bartenders at $25–$50/hour each with a 4–5 hour minimum, chef attendants more.
  • Service charge: 18–22% on food and beverage, covering coordination and overhead. State clearly that it is not a gratuity if it is not.
  • Pass-throughs: rentals, delivery, venue fees at cost plus a stated handling percentage.

Collect 50% at booking and the balance 7–14 days before the event. Serving food to a group that has not paid is a collections story waiting to happen.

Tips for Getting Paid on Time

Steady cash flow keeps the business alive. A few habits make the difference:

  • Balance before the event. Final payment is due when the final guest count locks, one to two weeks out. After the party, leverage evaporates.
  • Put the final-count deadline on the invoice. Bill the confirmed count even if fewer show; you bought and staffed for the number given.
  • Separate the service charge from tips. Regulators and clients both care. Label each honestly.
  • Card on file for corporate clients. Recurring lunch clients on Net 15 with a card backup never age past 30.

Frequently Asked Questions

What should a catering invoice include?

The event date and venue, menu package with guest count and per-person rate, staffing lines, rentals and delivery, the service charge percentage, deposit already paid, balance due date, and payment terms. State the final guest count deadline.

How much should a caterer charge per person?

Buffet service commonly runs $25–$45 per person, plated dinners $45–$85, and appetizer-only receptions $20–$40, before staffing, rentals, and service charge. Premium menus and major metros run higher. Your food cost should sit near 28–35% of the menu price.

What is a catering service charge?

A percentage (typically 18–22%) added to food and beverage that covers coordination, admin, insurance, and overhead. It is not automatically a gratuity, and your invoice should say whether it is. Some states tax service charges differently than tips, so label them accurately.

Is there a free catering invoice template?

Yes. InvoiceCraft's catering template drafts line items from a plain-English description of the event, with realistic per-person, staffing, and service charge pricing. Download the PDF free, no signup, no watermark.

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