Free Catering Invoice Template

Create a professional catering invoice in minutes

List the food, staffing or rental charges for the event and show how they add up to the total. Clients can review the costs and pay the correct amount.

Email, print or download your invoice as a PDF.

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Free invoice template from Docelf

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Catering Invoice Examples for Your Event

Choose an invoice design, then enter the food and services for the event. Keep the menu, staffing and rental charges separate when they have separate prices.

Connect the Catering Bill to the Event

A catering invoice asks the client to pay for food and event services. Name the event, date and venue so the client can match the invoice to the booking.

Use the guest count and rates you agreed with the client. List approved changes clearly, whether you catered a small private gathering or a larger business event.

How to Create a Catering Invoice

Start with the booking and the quantities you agreed to charge for. Review the event charges and any payment already recorded before sending.

Invoice fields for creating a catering invoice in Docelf
  1. Add Your Catering Business: Enter your business name and billing contact details.
  2. Add Your Logo: Use your logo, colors and fonts without crowding the charges.
  3. Choose the Client: Check the person or company responsible for the event payment.
  4. Set the Number and Dates: Check the invoice number, invoice date and agreed payment due date.
  5. List Food and Event Services: Name the event. Add the agreed guest count, staffing and rental charges.
  6. Review Tax and Payments: Check the total and any payment recorded on this invoice.
  7. Add Payment Terms: Explain how to pay the amount due and include your billing contact.

How to Fill In Catering Invoice Line Items

Use guests or portions for food, hours for staff and units for rentals. Keep a package as one charge when its price already includes those services.

This fictional USD example bills 60 lunches, eight staff-hours, 60 place settings and delivery. All charges are taxable at an illustrative 8%. The client has already paid $500 against this same invoice.

QTY Description Unit Price Amount
60 Buffet lunch — guests $18.00 $1,080.00
8 Event service staff — total hours $28.00 $224.00
60 Plate and glass rental — place settings $2.00 $120.00
1 Event delivery and setup $45.00 $45.00
Subtotal $1,469.00
Sales Tax (8% example) $117.52
Invoice Total $1,586.52
Payment Received $500.00
Balance Due $1,086.52

Calculate tax before subtracting the payment already received. The prices and tax are examples; check the rules for your food, services and rentals. If you billed the deposit separately, check that invoice and payment record rather than recording the same payment twice.

What to Include in Catering Invoice Terms

Keep the Terms and Conditions focused on this event and the payment due. Refer to the booking agreement for the menu, agreed guest count and approved changes.

Use only the policies and charges you actually agreed. Check local requirements before adding cancellation fees, service charges or late-payment terms. This example is payment wording, not a replacement for the event agreement.

Example: Terms and Conditions

  • This invoice covers catering for [Event] at [Venue] on [Event Date].
  • The guest count and listed extras match booking [Booking Reference] and the changes agreed with the client.
  • Recorded payments are shown separately from the event charges.
  • The balance is due on [Due Date] by [Accepted Payment Method]. Please quote [Invoice Number].
Create a catering invoice with Docelf

Turn the Event Details Into a Clear Bill

Add the menu and services you are billing. Docelf calculates the total and keeps recorded payments with the invoice. Email it to the client when you have checked the balance.

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Check the Event Details Before You Bill

Check the quantities against the booking and any changes the client approved.

Event and Venue

Show the event name, service date and venue. Use the billing company’s details when the event contact is not the payer.

Menu and Guest Count

Name the menu or package and the number of guests you agreed to charge for. Check any agreed minimum before changing it to the number who attended.

Staffing and Rentals

Show the total hours worked by all staff and the rental quantities. Say whether the price includes setup or cleanup so you do not charge for them twice.

Approved Changes

List separately priced extra guests, menu changes or overtime clearly. Check the booking agreement and approval record before adding the charge.

Show the Deposit Without Charging Twice

When a client has paid part of this invoice, record the payment and let the balance show what is still due. Do not reduce the food quantities to hide a deposit or treat a payment as a discount.

The example above records $500 on the same invoice. If you sent a separate deposit invoice, check both documents before preparing the final bill. Keep the advance and the remaining charge clear without counting the payment twice.

For an event priced in a Docelf estimate or quote, create the invoice from that document. Review the agreed guest count and approved extras before sending. The catering estimate page covers pricing before the event is confirmed.

Keep the Invoice With the Booking Details

Use your logo, colors and fonts so the bill matches your other event documents. Add an optional industry name before “Invoice” and use the footer for billing questions. Choose USD, EUR, GBP, CAD or AUD to match the booking.

Attach a relevant PDF or image of the menu or approved change summary when it helps the client check the charges. Docelf supports PDF, JPG, GIF, PNG and WebP attachments up to 5 MB each. Keep the full event plan with your booking records.

After You Send the Catering Invoice

Email the invoice to the person handling payment. Docelf shows whether that email was delivered and the invoice opened.

Keep the Event Payment Up to Date

  • Answer questions using the booking reference and agreed guest count.
  • Record the amount and date of each payment on the correct invoice.
  • Create a receipt after recording payment and check the remaining balance.

Catering Invoice Files You Can Adapt

Use Word or Google Docs for an editable event bill, or Excel or Google Sheets for guest quantities and rates. Check the totals after editing a file.

Catering Invoice FAQs

Ready to Send the Catering Invoice?

Catering invoice creation in Docelf

Give the client a clear event bill with the amount still to pay.

  • Match the charges to the event booking
  • Check the tax and recorded payments
  • Email the invoice or download a PDF
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Free Templates from Docelf

Create free business documents like invoices, estimates, quotes and receipts from these blank, printable and downloadable templates

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