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 where guests, staff and rentals all need to be visible.
What makes a catering invoice distinctive
Per-guest menu pricing. The standard format is guest count × per-head rate. The line shows quantity as guest count and rate as the per-head price, so the maths is auditable on the spot. Clients comparing quotes appreciate seeing the same shape they got from the venue.
Staff costed by hours, not flat fees. "Service staff, 3 servers x 4 hours @ $28/hr" is more legible than a lump "Service: $336". Clients can verify it and feel like they understand what they are paying for.
Rentals as a separate line. Linens, chair covers, chafing dishes, glassware. Often subcontracted. Show them at cost (or with a clearly disclosed markup) to avoid the "why is the bill so high" conversation afterwards.
Non-refundable deposit prominent. 25 to 50 percent on signing is the industry norm. Show it as a negative line so the customer sees the credit being applied. Use the words "non-refundable deposit" explicitly; vague "booking fee" language is the kind of thing that gets argued in small-claims court.
Cancellation policies that hold up
The template default is "Cancellations within 14 days of the event forfeit 50 percent of the total". Adjust to your standard. Catering cancellation enforcement is largely about what is in writing; having it on the invoice itself, not just buried in a 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 it has already been paid.
- Download the PDF and email it to the event contact.