Catering Invoice Template
Catering math is mostly guest count times price per head. Then comes everything that isn't food: servers, chafing dishes, the delivery van. Set the per-guest price as one line and list the extras below it, so the client can see how 50 guests turned into the total.
Enter the headcount and menu, note your deposit terms, and download a PDF for the event file.
Tip: in the print dialog choose “Save as PDF”.
INVOICE
#INV-0001
Issued: —
Due: —
From
—
Bill to
—
| Description | Qty | Price | Amount |
|---|---|---|---|
| Buffet menu — per guest | 50 | $28.00 | $1,400.00 |
| Serving staff (per server) | 3 | $150.00 | $450.00 |
| Equipment & rentals | 1 | $200.00 | $200.00 |
Subtotal$2,050.00
Tax (0%)$0.00
Total$2,050.00
Invoicing tips for caterings
- Use the guest count as the quantity and your per-head price as the rate. When the headcount changes (it will), you update one number.
- Take a non-refundable deposit to hold the date, with the balance due before the event. You're buying ingredients ahead of time, so don't carry all the risk yourself.
- List staffing, rentals, and delivery separately so the food cost stands on its own.
Frequently asked questions
- How do caterers price invoices?
- Most price the menu per head and add staffing, rentals, and delivery as separate lines. Put the guest count in the quantity field and the math is done for you.
- Should catering invoices include a deposit?
- Yes. A deposit secures the date and covers early costs. Show it as a line item and invoice the balance before the event.