Who this is for
Caterers, private chefs, food trucks doing events, bar service companies, and small banquet operations. Works for weddings, corporate events, private parties, and any single-event billing.
What makes a catering invoice distinctive
Per-guest menu pricing. The standard format is guest count × per-head rate. Line shows quantity = guest count and rate = per-head price, so the math is auditable.
Staff costed by hours, not flat fees. "Service staff — 3 servers × 4 hours @ $28/hr" is more legible than a lump "Service: $336." Clients can verify it.
Rentals as a separate line. Linens, chair covers, chafing dishes, glassware — often subcontracted. Showing them at cost (or with a clearly disclosed markup) avoids the "why is the bill so high" conversation.
Non-refundable deposit prominent. 25–50% on signing is the industry norm. Show it as a negative line so the customer sees credit applied. Use the term "non-refundable deposit" explicitly.
Cancellation policies that hold up
The template's default: cancellations within 14 days of the event forfeit 50% of the total. Adjust to your standard. Catering cancellation enforcement is largely about what's in writing — having it on the invoice itself (not just a buried contract) is decisive when contested.
How to use this template
- Open the catering template.
- Set guest count as the menu line's quantity, per-head rate as the rate.
- Adjust staff hours and bar service to match the event.
- Show the deposit as a negative line if already paid.
- Download the PDF and email to the event contact.