Event Planner Invoice Template
Clients paying for an event see one big number and assume most of it goes to you. Usually it doesn't. Separating your planning fee from the money you pass along to vendors and the venue keeps that misunderstanding from souring things halfway through.
Charge a flat fee or a percentage of the budget, itemize each piece, and download a PDF your client can file with the contracts.
Tip: in the print dialog choose “Save as PDF”.
INVOICE
#INV-0001
Issued: —
Due: —
From
—
Bill to
—
| Description | Qty | Price | Amount |
|---|---|---|---|
| Event planning & coordination fee | 1 | $2,500.00 | $2,500.00 |
| Vendor management | 1 | $800.00 | $800.00 |
| Pass-through vendor costs | 1 | $1,500.00 | $1,500.00 |
Subtotal$4,800.00
Tax (0%)$0.00
Total$4,800.00
Invoicing tips for event planners
- Keep your planning fee on a different line from pass-through vendor costs. Every time.
- For percentage pricing, write down the budget the percentage is based on. "A percentage of what, exactly?" is not a question you want three weeks before the event.
- Invoice in stages: a deposit when they book, the balance before the event.
Frequently asked questions
- How do event planners charge?
- A flat planning fee, an hourly rate, or a percentage of the event budget are the usual options. Add whichever you use as a line item.
- How do I handle vendor payments on my invoice?
- List vendor and venue costs as pass-through lines, separate from your planning fee. The client sees exactly what's yours and what went to the florist.