Catering Invoice Template
Invoice for events per head, with staffing, rentals and a deposit — itemised the way event clients expect.
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Invoice
How to invoice as a caterer
Catering invoices are built around a per-head food cost, then layered with staffing, equipment rental, delivery and a deposit to lock the date. Breaking those out shows the client where the budget goes and protects you if the headcount changes.
This template opens with a per-guest line plus staffing and rentals. Set the headcount, add the deposit, and send a clean PDF that confirms the booking.
What to include
- Event name, date and guest count
- Menu / food cost per head × guests
- Service staff and hours
- Equipment or tableware rental
- Delivery fee and deposit paid
Typical terms: 40% deposit to book · final headcount due 7 days prior
Frequently asked questions
How do I invoice catering per head?
Set the guest count as the quantity and your per-head price as the rate; the template multiplies it. Keep staffing, rentals and delivery as separate lines so the client sees the full breakdown.
How should I handle the deposit and final headcount?
Record the deposit as a paid amount so the balance is clear, and note the final-headcount deadline in the terms. This template handles amounts already paid and shows the remaining balance.
Is the catering invoice template free?
Yes — create and download it with no account. A free account adds saved clients and reusable event invoices.
Is this invoice generator free?
Yes — CalculatorAI's invoice generator is completely free. You can build, customise and download as many professional PDF invoices as you want, with no signup, no watermark and no trial limit. A free account simply adds extras like saved clients, invoice history and the Invoices Tracker.
Do I need an account or a credit card to make an invoice?
No. You can generate and download an invoice without an account and without entering any payment details. Signing up is free and unlocks saved client details, reusable invoices and payment tracking — but it is never required to create an invoice.
Track every invoice you send
Turn this template into a system. The Invoices Tracker keeps your clients, payment status and totals in one place — so you always know who has paid and what is overdue.
Open the Invoices Tracker