What should a catering invoice include?

Event date, menu or package, number of guests, staff and service charges, any deposit already paid, tax, the total, and payment terms.

Should a service charge and a gratuity be separate lines?

Yes, and both should be separate from tax. A service charge is your operational fee; a gratuity goes to staff. Merging them is the fastest route to a dispute, and in several jurisdictions they are treated differently for tax.

How do I bill if fewer guests turn up than expected?

Against the guaranteed minimum agreed in the contract, not the number who walked through the door. Show both counts on the invoice so the client can see the guarantee being applied rather than an unexplained total.

Free Catering Invoice Template

By Nico · Last reviewed 29 August 2026

Invoice catering jobs cleanly: itemize menus, headcount, staff and service charges, add tax, and download a polished PDF. Built for caterers and event food — no signup, all in your browser.

Create this invoice → Free · no signup · downloads as PDF

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INVOICE

# INV-0042

FromYour Business Name

Your address
City, Postcode

[email protected]

Bill ToClient Name

Client address
City, Postcode

Issue DateMar 14, 2026

Due DateMar 28, 2026

Description	Qty	Rate	Amount
Catering package (per head)	1	$1,200.00	$1,200.00
Staff & service	4	$450.00	$1,800.00

Subtotal$3,000.00

Total Due$3,000.00

TermsThank you for your business.

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What to include on a catering invoice

Event date and venue
The menu or package, with a per-head price
Guest count
Staff, service and equipment rental charges
Deposit already paid and any gratuity
Tax, balance due and payment terms

Per-head pricing, minimums and the final headcount

Catering invoices hinge on a number that keeps moving: guest count. Price per head against a guaranteed minimum, agree a date after which the count cannot drop, and bill on the higher of the guarantee and the actual attendance. Put all three numbers on the invoice — guaranteed count, final count, and the count billed — because that is the line clients query most often. Everything else (staffing, rentals, service charge) then follows predictably from it.

What to itemise on a catering invoice

Event date, venue, service times and final guest count
Menu or package per head, with any dietary or child covers priced separately
Bar or beverage service: per head, per consumption, or corkage
Staffing — servers, chefs, bartenders — with hours and any overtime
Rentals: linens, china, glassware, tables, delivery and pickup
Service charge and gratuity, stated separately from tax, plus deposit paid and balance due

FAQ

What should a catering invoice include?: Event date, menu or package, number of guests, staff and service charges, any deposit already paid, tax, the total, and payment terms.
Should a service charge and a gratuity be separate lines?: Yes, and both should be separate from tax. A service charge is your operational fee; a gratuity goes to staff. Merging them is the fastest route to a dispute, and in several jurisdictions they are treated differently for tax.
How do I bill if fewer guests turn up than expected?: Against the guaranteed minimum agreed in the contract, not the number who walked through the door. Show both counts on the invoice so the client can see the guarantee being applied rather than an unexplained total.

More invoice templates

New to invoicing? Read how to make an invoice.