Free Catering Invoice Template & Generator
Create a free catering invoice that breaks down per-guest pricing, staffing, and rentals so clients see exactly what they're paying for. Add tax and a deposit, then download a polished PDF — no signup to preview.
Preview free. PDF downloads cost $4.99, or choose Unlimited at $9/month.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| Plated dinner service (per guest) | 75 | $42.00 | $3,150.00 |
| Event staff (server, 5 hrs) | 3 | $28.00 | $84.00 |
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Catering Invoicing by the Numbers
A clear catering invoice protects your cash flow when corporate clients, wedding planners, and event venues pay weeks after the plates are cleared. That gap is real: roughly half the total value of B2B invoices issued by US businesses is overdue, and bad debts average 8% of all B2B credit sales, according to the Atradius Payment Practices Barometer (2024). Caterers feel it too, since 56% of US small businesses are owed money from unpaid invoices, averaging $17,500 per business, according to the Intuit QuickBooks 2025 US Small Business Late Payments Report. The fix is making it easy to pay: invoices offering convenient online payment options get paid up to twice as fast, according to Xero (2024).
What every catering invoice should include
List your per-guest menu price and final guest count separately so the math is transparent, then itemize staffing hours, rentals, and any delivery or setup fees as their own lines. Show the deposit already paid and subtract it from the balance due. A clear event date and headcount protect you if the client disputes the final tally.
How caterers handle deposits and final payment
Most caterers collect a 25-50% non-refundable deposit to lock the date, then bill the remaining balance once the final guest count is confirmed, usually 7-14 days before the event. Note the deposit as a line credit on the invoice so the balance due is unmistakable. Spelling out a cancellation and final-count cutoff on the invoice prevents last-minute headcount surprises.
How to make a catering invoice in 7 steps
Open the invoice with the fields already set up
Start from this page so the invoice loads with line items and wording used for catering work. Creating and previewing needs no account.
Add your details and the client
Enter your business name, address and contact details, then the client name and billing address exactly as they should appear on the record.
Give the invoice a number and dates
Use a unique invoice number in one unbroken run, then set the issue date and the due date so the payment term is unambiguous.
Replace the sample lines with the work you did
Swap the example lines for the real job. Describe the unit you are billing, whether that is hours, visits, or units, and put the rate on the same line. The starting lines here open with plated dinner service (per guest).
Check the totals and any tax
Totals calculate as you type. Confirm the quantities, rates and any tax line against your own records, since sales tax rules and what is taxable differ by jurisdiction.
State how and when to pay
Add the payment terms, the methods you accept and any late fee your agreement allows, so the client has no reason to wait for clarification.
Preview, then download the PDF
Read the finished invoice before you send it. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Frequently asked questions
How do I make a catering invoice for free?
Pick the catering template above, enter your business name, the event date, and the final guest count, then add line items for the menu, staffing, rentals, and delivery. Totals and tax calculate automatically. You can preview the invoice free and download a professional PDF to send your client right away.
Should a catering invoice show the deposit already paid?
Yes. List the deposit the client already paid as a separate credit line and subtract it from the subtotal so the balance due is clear. This avoids double-charging disputes and reminds the client exactly how much is still owed. Always note the original deposit date and amount for your own records.
Do caterers charge sales tax on food and service?
In most US states, prepared catered food is taxable, and many states also tax mandatory service or gratuity charges. Rules vary widely by state and even by county, so confirm your local rate with your state's department of revenue. Our generator lets you add the correct tax percentage to your catering invoice.
More documents for catering work
Use the right document before and after the invoice.