Catering Invoice Template
Per-head food, staff hours, equipment hire and service charge. Free PDF, no account.
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.
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INVOICE
Issued
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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 |
| Description | Qty | Rate | Tax | Amount |
|---|---|---|---|---|
Three-course dinner, per head Guaranteed count 118, served 121 | 121 | $78.00 | TN Sales Tax (9.75%) | $9,438.00 |
Canapés on arrival, per head Five pieces per guest | 121 | $16.00 | TN 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 |
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Edit this template Free, no account, no watermark — download the PDF when you are done.
Need to price it first? Start with the Catering Quote Template
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.
Guides for this job
- How to ask a client for a depositChoosing an amount, wording the request, and invoicing it so the final balance still adds up.
- How to invoice the remaining balance after a depositThe final invoice after a deposit: full price, paid to date, balance due, and nothing the client has to reconstruct.
- Invoice payment terms explainedNet 30, due on receipt, EOM and early-payment discounts — what each means and when to use it.
About the free invoice generator
Is this invoice generator really free?
Yes. There is no fee, no trial period and no watermark on the PDF. Nothing on this page requires a credit card.
Do I need to create an account?
No. Fill in the form and download the PDF directly — there is no sign-up and no login for this tool.
What file do I get?
A standard PDF, ready to attach to an email or print.
Can I add my own logo and bank details?
Yes. The seller section accepts a logo image and bank transfer details, which are printed on the invoice so your client knows how to pay you.
Is my data stored anywhere?
Nothing leaves your browser except when you download a PDF or save the invoice to an account. A draft is kept locally in your browser so it's still here if you come back, but there is no account behind this page and nothing is ever sent to our servers until you choose to.
Can I use this for any currency or country?
Yes. Choose any currency and country for either party — the totals and formatting follow your selection.
Ready to bill for it?
The template opens in the free invoice generator with these lines already on it. Change what you like, download the PDF.
To send it from an account, with a pay-by-card button on it, your first three invoices are free. Pricing the job before you bill it? Start with the free estimate generator.
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