Free Catering Invoice TemplateAdd the menu per guest, staff and rentals, check the preview, then print the invoice or save it as a PDF. No sign-up, and nothing you type is uploaded.
Layout
Whole page · the printed page has no watermark or logo.
This invoice is longer than one page and will print on two pages. Shorten the descriptions or the notes, or try another layout.
Examples2 layouts filled in with made-up details. Open one to start with that layout.
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Notice: Generated via SnapPaperwork. For genuine work and payments only. A document with false amounts, dates or details can be illegal.
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How to make a catering invoice
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Add your business and the client
Your catering company, contact details and logo, then the host or company that booked you.
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List the menu, staff and extras
A line for the menu per guest, then lines for service staff, equipment and linen rental, delivery and any service charge.
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Record the deposit and send
Enter any deposit already received as an amount paid. Print the invoice, save a PDF or email it to the client.
A catering invoice shows the event, the number of guests, what was served and what it cost. If the client has paid in full it doubles as an event catering receipt: enter the amount paid and the balance shows zero.
What to put on an event catering invoice
- Your company name and contact details, and the client’s name
- An invoice number, the date, and the event date, time and place
- The menu or package, with the guest count and price per guest
- Staff, bartenders or servers, with hours
- Rentals: tables, chairs, linen, glassware, equipment
- A service charge or gratuity line, if you add one, clearly labeled
- Deposit received, the total and the balance due, and how to pay
Sample line items for a catered event
The sample is an example layout only. Its prices are made up and are not a price guide. Set your prices from your food costs, labor and the kind of event.
- Buffet or plated menu (per guest)
- Appetizers, desserts or a drinks package (per guest or per item)
- Service staff or bartender (per hour)
- Equipment, linen and rental items (per item or one line)
- Delivery and setup, or cleanup after the event
- Service charge, shown as its own line
How to price: per guest, per package or per item
Most caterers price the menu per guest, so a change in the guest count changes the total in a way the client can follow. Smaller drop-off orders are often priced per tray or per item. Staff are usually billed per hour, with the hours listed.
Agree a final guest count before the event and put it on the invoice. If the count changed, say so in the notes.
Tips for caterers
- Send the invoice within a day or two of the event, with the final guest count.
- Show the deposit as an amount paid so the balance is clear.
- Label any service charge so clients do not mistake it for a tip.
- List rentals separately, since they can be returned or priced on their own.
- Whether food and service are taxed depends on where you work. Check your local rules or ask your tax adviser.
Checked in November 2026. This page is general information, not legal advice. Rules differ from place to place and change over time.
Frequently asked questions
What should a catering invoice include?
Your company details, the client, an invoice number and date, the event date and place, the menu with guest count and price per guest, staff, rentals, any service charge, deposit paid, total and balance due.
Can I use this as a catering receipt?
Yes. Enter the full amount as paid and the balance shows zero, so the same page works as a catering receipt for the event.
How do I bill per head?
Add a line with the guest count as the quantity and the price per guest as the price. The line total is worked out for you.
How do I show a deposit?
Enter the deposit in the amount paid box. If you took a deposit before the event, you can also give a deposit receipt at the time.
Do I add a service charge?
That is your choice. If you do, put it on its own line with a clear name. Rules on service charges and tax differ by place, so check your local rules.
Is this catering invoice free?
Yes. It is free, needs no account and adds no watermark. What you type stays in your browser and is never uploaded.