What should I include in a catering invoice?

Include your business information, client details, event specifics, itemized menu items with prices, applicable taxes, payment terms, and your invoice number for tracking.

How do I calculate catering costs?

List each item (appetizers, main courses, beverages, service staff, etc.) with quantity and unit price. The calculator automatically multiplies quantities by prices and applies your tax rate.

What deposit should I request?

Most caterers require a 25-50% deposit at booking to secure the event date and cover initial costs. The remaining balance is typically due 7-14 days before the event.

Can I include service charges on the invoice?

Yes, add service charges as line items such as 'Service Staff', 'Setup and Cleanup Fee', or 'Equipment Rental' with their respective costs.

Is this invoice legally binding?

This tool generates an invoice for billing purposes. For legal protection, also use a separate catering contract that outlines terms, menu, cancellation policies, and liability.

Can I print this invoice?

Yes! Click 'Generate Invoice' to see the preview, then use the 'Print Invoice' button to print or save as a PDF directly from your browser.

Catering Invoice Generator

Create professional catering invoices in minutes. Add your business details, itemize menu selections, calculate totals automatically, and print or save your invoices. Perfect for catering businesses, event planners, and food service professionals.

New to Invoice Creation?

Click the button to load a complete sample invoice with realistic catering data. This helps you see how all fields work together and gives you a template to customize for your own business.

Your Business Information

Business Name:

Address:

Phone:

Email:

Client Information

Client Name:

Client Address:

Phone:

Email:

Event Details

Event Date:

Event Time:

Event Location:

Number of Guests:

Event Type:

Invoice Details

Invoice Number:

Invoice Date:

Due Date:

Tax Rate (%):

Menu Items & Services

Description	Quantity	Unit Price	Total
		$	$0.00

Notes & Terms

Catering Invoice Best Practices

Itemize Everything

Break down costs by appetizers, main courses, desserts, beverages, and service fees. Transparency builds trust with clients.

Clear Payment Terms

Specify deposit requirements, payment deadlines, and accepted payment methods. Most caterers require 50% deposit upfront.

Include Event Details

Document the event date, time, location, and guest count. This helps avoid misunderstandings and serves as a contract reference.

How to Create Professional Catering Invoices

A well-designed invoice is essential for any catering business. It not only ensures you get paid promptly but also reflects your professionalism and attention to detail. Our free catering invoice generator helps you create polished, itemized invoices that include all the information your clients need.

What to Include in a Catering Invoice

Business Information: Your company name, address, phone, and email
Client Details: Who to bill and their contact information
Event Specifics: Date, time, location, and guest count
Itemized Menu: Each food item, quantity, and price
Service Charges: Staff, setup, cleanup, equipment rental
Tax Calculations: Applicable sales tax clearly shown
Payment Terms: Due date and accepted payment methods

Common Catering Pricing Models

Pricing Model	Best For	Typical Range
Per Person	Weddings, corporate events, formal dinners	$25-150+ per guest
Per Plate	Sit-down dinners with plated service	$40-200+ per plate
Buffet Style	Casual events, large gatherings	$15-75+ per person
Food Stations	Interactive events, receptions	$20-100+ per person
Drop-Off Only	Office meetings, casual parties	$10-40 per person

Why Use a Catering Invoice Generator?

Managing a catering business involves juggling multiple events, clients, and menus simultaneously. A dedicated catering invoice generator streamlines your billing process and helps you maintain a professional image. Here's why smart caterers rely on invoice tools:

Save Time: Pre-built templates eliminate the need to create invoices from scratch for each event
Reduce Errors: Automatic calculations prevent costly mathematical mistakes in totals and taxes
Look Professional: Clean, consistent invoices build client trust and confidence in your services
Stay Organized: Invoice numbers and dates help you track payments and manage cash flow
Get Paid Faster: Clear, detailed invoices reduce client questions and speed up payment processing

Need More Format Options?

Looking for catering invoice templates in Word, PDF, or Excel format? Check out our comprehensive catering template collection for downloadable templates that you can customize offline.

Catering Invoice vs. Catering Contract

While both documents are important for your catering business, they serve different purposes:

Catering Invoice

Sent after services are rendered or as a deposit request
Details the amount owed and payment terms
Itemizes all charges for transparency
Serves as a receipt once paid

Catering Contract

Signed before the event to confirm booking
Outlines menu, services, and expectations
Includes cancellation and liability terms
Legally binding agreement between parties

Tips for Getting Paid on Time

Late payments can strain your catering business's cash flow. Follow these proven strategies to ensure timely payment:

Request Deposits: Collect 25-50% upfront when booking to secure the event and cover initial food costs
Set Clear Due Dates: Specify exactly when payment is due (e.g., "Net 7" or "Due upon receipt")
Offer Multiple Payment Options: Accept credit cards, bank transfers, checks, and digital payments
Send Invoices Promptly: Deliver invoices within 24-48 hours of event completion
Follow Up Professionally: Send polite payment reminders before and after due dates
Include Late Fee Policies: Clearly state any penalties for overdue payments

Frequently Asked Questions

What information should be on a catering invoice?

A complete catering invoice should include your business name and contact information, client details, event date and location, itemized list of food and services with quantities and prices, subtotal, applicable taxes, total amount due, payment terms, and invoice number for tracking.

How much deposit should caterers charge?

Most caterers require a 25-50% deposit at booking to secure the event date and cover initial food purchasing costs. The remaining balance is typically due 7-14 days before the event or upon completion. For large events, consider a payment schedule with multiple installments.

Should I charge sales tax on catering services?

Sales tax requirements vary by state and locality. In most areas, prepared food sales are taxable, while some jurisdictions exempt certain catering services. Consult with a local tax professional or your state's revenue department to understand your specific obligations.

How do I handle gratuity on catering invoices?

You can include a suggested gratuity line, add an automatic service charge (typically 18-22%), or leave gratuity to the client's discretion. If adding a mandatory service charge, clearly label it on the invoice and note whether it goes to staff or is a business fee.

Friendly Reminder

This tool is for general use. Tax or regulations may vary by location. Check with a professional if you need specific guidance. Save your invoices for your records.