Free Invoice Template for Caterer
Catering invoices need to account for food costs, staffing, equipment, and event logistics. Our free catering invoice template helps you bill for menu items by headcount, service staff hours, equipment rental, delivery, setup, and cleanup — all in a professional format that clients can easily understand. Catering is event-driven, so your invoice should reference the event date, location, expected headcount, and actual headcount (if different). Break the invoice into sections: food and beverage (itemized by course or menu item), staffing (servers, bartenders, chefs), equipment (linens, chafing dishes, glassware), and logistics (delivery, setup, teardown). For weddings and large events, include the deposit paid and balance due. Many caterers charge per person, so show the per-head rate, headcount, and subtotal. Include your food handler's license or health department permit number for professionalism and compliance.
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Create Caterer Invoice →Common Line Items for Caterer Invoices
- ✓ Food per person (by course)
- ✓ Beverage package (per person)
- ✓ Service staff (hourly)
- ✓ Equipment rental
- ✓ Delivery and setup
- ✓ Cleanup fee
Invoicing Tips for Caterer
- 💡 Reference event date and location
- 💡 Show per-person pricing with headcount
- 💡 Include deposit applied and balance due
- 💡 Add food handler's license number
Frequently Asked Questions
How do caterers price per person on invoices?
Per-person pricing typically ranges from $15-$25 (casual buffet) to $75-$200+ (plated fine dining). Include appetizers, entrees, sides, and dessert in the per-person rate. Beverages and alcohol are usually priced separately.
What deposit should caterers require?
Standard catering deposit is 25-50% of the estimated total, due when booking. Final headcount confirmation is typically required 1 week before the event, with final payment due 3 days before or on the event day.
Should caterers charge for tastings?
Many caterers offer complimentary tastings for events over a certain size (50+ guests). For smaller events, charge $100-$300 for a tasting session, often credited toward the final bill if booked. Note the tasting credit on your invoice.