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Event Planning Invoice Template

Planning fee, vendor coordination, on-the-day hours and pass-through costs. Free PDF, no sign-up.

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An event planner's invoice carries two very different kinds of money: the fee for the work, and the far larger sums paid to venues and vendors on the client's behalf. Mixing them makes the fee look enormous and the pass-throughs look like profit, so they belong in clearly separate blocks with the fee basis stated.

INVOICE Issued
Invoice number:INV-0001
Date of issue:September 19, 2026
Date due:October 3, 2026
Currency:USD
Issued by
Marguerite Vance Events
18 Pavilion Street
29401 Charleston, SC
United States
studio@margueritevance.example
Bill to
Lucerne Biotech — Annual Summit
3300 Innovation Drive
27703 Raleigh, NC
United States
events@lucernebiotech.example
Amount due
$15,110.00
Due in 14 days · Oct 3, 2026
Disclosure
No commission was received from any supplier on this event. The AV and staging line is a pass-through at cost; the supplier's invoice is attached for reference.
Description Qty Rate Tax Amount
Planning fee — phase 2
Programme design, run of show, supplier briefs
1$7,400.00—$7,400.00
Vendor coordination
Nine suppliers contracted and scheduled
26$125.00—$3,250.00
On-the-day coordination
Two coordinators, setup through breakdown, 14 hours each
28$95.00—$2,660.00
AV and staging — paid on client's behalf
Contracted in our name, at cost, invoice attached
1$11,800.00—$11,800.00
Subtotal$25,110.00
Total$25,110.00
Paid to date-$10,000.00
Amount due $15,110.00
Terms
Net 21. The final phase is invoiced within 14 days of the event.
Invoice #INV-0001 · Marguerite Vance Events Page 1 of 1

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How to invoice for event planning

What to put on an event planning invoice

  • The event name and date, since planning invoices arrive months apart
  • The planning fee and whether it is flat, hourly or a percentage of spend
  • Vendor payments made on the client's behalf, listed at cost
  • On-the-day coordination hours, including the setup and breakdown either side
  • Any commission received from vendors, disclosed rather than netted off quietly
  • The payment schedule this invoice sits within

Questions

Should vendor payments go through my invoice at all?

Only if you are contracting with the vendors yourself. If you are, list them at cost and separately from your fee; if you are not, keep them off the invoice entirely and let the client pay direct.

Do I have to disclose vendor commissions?

Ethically yes, and in many markets contractually too. A commission discovered later costs the referral network that produced it, which is worth far more than the commission.

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.

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