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Catering Invoice Template

Per-head food, staff hours, equipment hire and service charge. Free PDF, no account.

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Catering is quoted per head months in advance and invoiced against a number that changed twice in the final week. The invoice needs to show the head count it was actually billed at, because that is the first thing the client checks and the only thing they remember arguing about.

INVOICE Issued
Invoice number:INV-0001
Date of issue:August 2, 2026
Date due:August 16, 2026
Currency:USD
Issued by
Saffron & Sage Catering
44 Larder Street
37203 Nashville, TN
United States
events@saffronsage.example
Bill to
Holloway Wedding — Fenwick Barn
800 Fenwick Road
37064 Franklin, TN
United States
m.holloway@example.com
Amount due
$13,722.97
Due in 14 days · Aug 16, 2026
Event
Three guests above the guaranteed count were served and are billed at the same per-head rate. Dietary covers (four vegan, two gluten-free) were provided at no additional charge.
Description Qty Rate Tax Amount
Three-course dinner, per head
Guaranteed count 118, served 121
121$78.00TN Sales Tax (9.75%)$9,438.00
Canapés on arrival, per head
Five pieces per guest
121$16.00TN Sales Tax (9.75%)$1,936.00
Service staff
Eight servers and two chefs, 9 hours
90$34.00—$3,060.00
Linen, glassware and china hire
Supplied and returned, at cost
1$1,180.00—$1,180.00
Subtotal$15,614.00
TN Sales Tax (9.75%)$1,108.97
Total$16,722.97
Paid to date-$3,000.00
Amount due $13,722.97
Terms
Balance due within 7 days of the event. The deposit paid at booking is shown above.
Invoice #INV-0001 · Saffron & Sage Catering · Page 1 of 1

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How to invoice as a catering →

What to put on a catering invoice

  • The event date, venue and final guest count billed
  • Menu items priced per head, so the count and the rate are both visible
  • Staffing by role and hours, since it is the second largest cost and the least expected
  • Equipment, linen and glassware hire, at cost or with a stated margin
  • Service charge or gratuity, named and calculated visibly
  • The deposit already paid, so the balance is the figure that stands out

Questions

What head count should I invoice?

The one your contract makes final — usually the guaranteed minimum confirmed a set number of days before. Put both the guaranteed number and the number served on the invoice if they differ, and the conversation is over before it starts.

Should service charge be a percentage line?

Yes, with the percentage and the base it applies to. A flat sum labelled 'service' is the line clients most often ask to have explained, and the explanation is always the same arithmetic you could have printed.

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