📄 Invoice Template
Catering Invoice Template
Event catering invoice with per-head pricing. Example: 50 guests x $65/head = $3,250 + staff $400.
What an event catering invoice should set out
- The event name, date and venue — clients reconcile against the event, not an invoice number
- Final confirmed headcount, and the minimum the contract guaranteed
- Per-head price, multiplied out, with any children’s or supplier meals priced separately
- Staffing as its own line: number of staff, hours, and any after-midnight rate
- Equipment hire, delivery, and collection, each with its own amount
- The deposit already paid, deducted, with the date it was received
- GST and the balance now due
Where catering invoices go wrong
The dispute is almost never about the food. It is about the headcount that was confirmed on the Thursday and the number of people who actually sat down, or about three extra hours of service that nobody wrote down on the night. The invoice can only be as clear as the record made at the event.
- Bill the guaranteed minimum where the confirmed number fell short, and show both figures so the client can see why
- Have the on-site contact initial the finish time before the team leaves
- Price dietary variations at the time, not as a surprise line afterwards
If you are invoicing a venue rather than the host
- Confirm who is actually contracting — the couple, the company, or the venue on their behalf
- Match the purchase order number if the venue uses one; most will not pay without it
- Send it within days of the event, while the people who were there still remember it
Related templates
General information only — not legal, tax or financial advice. For contracts and tax documents, confirm your obligations with a qualified professional or the relevant authority.