Catering Invoice Template

A catering invoice documents food service for events including per-person meal costs, service staff, equipment rentals, delivery fees, and gratuity. Generate professional catering invoices with NetInvoice's free template for events and private dining.

Why this invoice template matters

Catering involves complex pricing with food costs, labor, equipment, and service charges that clients don't always understand. A detailed invoice separates food per person from service staff, shows equipment rental fees, and clarifies gratuity versus service charges. This transparency helps clients understand event costs and prevents disputes about final bills when guest counts change or upgrades are requested during planning.

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Example line items

DescriptionQtyUnitUnit PriceTotal
Plated dinner - Herb-crusted chicken75guests$42.00$3150.00
Vegetarian alternative meals8guests$38.00$304.00
Premium bar package (4 hours)75guests$18.00$1350.00
Service staff (2 servers, 4 hours)8hours$35.00$280.00
Chafing dishes and serving equipment1event$150.00$150.00
Delivery and setup fee1ea$125.00$125.00
18% service charge1ea$717.00$717.00
Total:$6076.00

Common invoice notes

  • Final guest count due 7 days before event date.
  • Service charge covers staff wages and event coordination.
  • Additional gratuity at your discretion.

How to create this invoice

  1. 1Document confirmed guest count and menu selections.
  2. 2List each meal type with per-person pricing.
  3. 3Include beverage packages and bar service separately.
  4. 4Detail service staff hours and hourly rates.
  5. 5Itemize equipment rentals (chafing dishes, linens, etc).
  6. 6Add delivery, setup, and breakdown fees.
  7. 7Calculate service charge percentage and note if gratuity is additional.

Frequently Asked Questions

How do caterers charge for events?
Catering is typically priced per person ($15-$150+) depending on menu complexity, service style (buffet vs plated), bar packages, and service level. Add delivery, setup, staff, equipment, and 15-20% service charge.
What's the difference between service charge and gratuity?
Service charge (15-20%) covers administrative costs, staff wages, and event coordination. Gratuity is optional extra for exceptional service. Always clarify this on invoices to avoid confusion.
How do caterers handle guest count changes?
Require final guaranteed count 5-7 days before the event. You'll prepare for that number plus 5% overage. Charge for the guaranteed count even if fewer guests attend.
Should catering invoices itemize equipment rentals?
Yes, separate equipment (chafing dishes, linens, tables) from food costs. This shows the full scope of services and justifies pricing compared to drop-off-only caterers.

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