Catering Invoice Example: Annotated Template with Line Items

Sample catering invoice

Illustrative prices, not market data. The caterer is in Houston, Texas.

Payment Terms: Net 7. Balance due April 12, 2026. Check or wire transfer. Final guest count confirmed 72 hours before the event, per the catering agreement. Cancellations within 14 days of the event forfeit the deposit, per the catering agreement.

Notes: Menu tasting completed March 1. Dietary accommodations: 2 gluten-free (risotto), 1 nut allergy (noted with kitchen). Thank you for a wonderful event; we hope to serve Henderson & Associates again.

The arithmetic, line by line

• Guest count check: 42 filet + 18 salmon + 5 risotto = 65 entrées, matching the guaranteed count.
• Menu lines: 42 × $78 = $3,276; 18 × $68 = $1,224; 5 × $55 = $275; 65 × $22 = $1,430; 65 × $9 = $585. Food and beverage total: $6,790.
• Staff: 6 staff × 6 hours = 36 hours × $35 = $1,260.
• Rentals and florals: 9 × $45 = $405; 9 × $65 = $585.
• Subtotal: $6,790 + $1,260 + $405 + $585 = $9,040.
• Tax: $9,040 × 8.25% = $745.80. This caterer taxes every event charge after its own check of the Texas rules; your state and your lines may differ.
• Gratuity: $6,790 × 18% = $1,222.20, not taxed (see below).
• Total and balance: $9,040 + $745.80 + $1,222.20 = $11,008.00, less the $4,000 deposit = $7,008.00.

Field-by-field breakdown

• From: Catering company name, kitchen address and events email.
• Event details: Date, time, venue and guest count, so the client can match the invoice to the event.
• Per-guest pricing: Common for plated dinners. List each menu option on its own line with its count, so the counts add up to the guaranteed number.
• Beverage service: Price per guest for the hours of service. If you serve alcohol, it carries its own licensing and tax rules in many states, so check yours before you put a bar package on the invoice.
• Staffing: Servers, beverage staff and kitchen staff billed by the hour as a separate category.
• Rentals and pass-throughs: Linens, tableware and vendor items, labelled "at cost" or with the markup your agreement discloses.
• Gratuity or service charge: Label the line for what it is. The tax result depends on the label and the state (next section).
• Deposit: Show the deposit received with its date, and the balance after it.

Why the gratuity line is not taxed in this example

The Texas Comptroller's restaurant guide (publication 94-117) says no tax is due on a mandatory gratuity of 20% or less if it is separately and clearly labelled as a tip or gratuity and distributed only to the employees who provide the service. The example's 18% gratuity meets those conditions as written, so it sits below the tax line. A larger mandatory gratuity, or a charge labelled "service charge" that the business keeps, is treated differently.

Other states draw the line elsewhere. New York's Tax Bulletin ST-110 says a service charge is always taxable and a mandatory gratuity is exempt only if separately stated, labelled and paid in full to employees. California's Publication 115 treats a gratuity or service charge negotiated in advance or added automatically as taxable.

On the tax rate: Texas has a 6.25% state rate, and local jurisdictions can add up to 2%, for a combined maximum of 8.25% (Texas Comptroller). Use the combined rate for your location. (Sources accessed October 28, 2026.) General information, not tax advice. Last reviewed October 28, 2026.

How to price the lines

This page used to include a "typical rate range" table for plated dinners, bars, staff and rentals. We removed it because its figures did not trace to a dated, named survey. Build each per-guest price from your own food cost and labor instead; how to price catering works through the calculation, and how to invoice as a caterer covers deposits, payment schedules and count changes.

Variations

• Buffet or plated: Buffet invoices price one per-guest rate for the whole spread; plated invoices list each entrée option with its count.
• Corporate or wedding: Wedding invoices often add tasting fees, cake cutting and vendor meals.
• Drop-off catering: No staffing lines. Bill per platter or per guest, plus a delivery fee.
• Per-platter pricing: For casual events, bill by tray, for example "Sandwich platter, serves 12: 3 × $120 = $360".

Tips for catering invoicing

1. Invoice a deposit at booking at the amount your contract sets, so food purchasing is covered.
2. Set a final guest count deadline in the contract and repeat it on the invoice.
3. Separate food, beverage, staffing and rentals so the client can see where the budget goes.
4. Show the gratuity or service charge as its own labelled line, not hidden in per-guest prices.

Making this invoice in InvoiceQuickly

InvoiceQuickly applies one tax percentage to the whole invoice, and invoice lines cannot be negative. To reproduce this example, put lines 1 to 8 on the event invoice at 8.25% tax, bill the untaxed gratuity on its own invoice at 0% tax, and record the $4,000 deposit as a partial payment against the event invoice, so the remaining balance shows there. The catering invoice template is a downloadable layout with lines for a gratuity and a deposit received if you prefer to fill one in yourself.

Frequently asked questions

Is catering subject to sales tax?

In many states it is, on food and often on staffing and other event charges, but each state sets its own rules. California and New York both tax caterers' event charges in general. In Texas the combined rate can be up to 8.25% depending on location. Check your state revenue department, and keep exemption certificates for any exempt client.

What is the difference between a service charge and a gratuity?

A service charge is generally revenue of the catering business, even if some of it is shared with staff. A gratuity is paid to the staff who serve. States tax them differently: Texas does not tax a labelled mandatory gratuity of 20% or less distributed only to service employees, and New York always taxes a service charge.

How do I handle last-minute guest count changes?

Put a final count deadline in the contract, for example 72 hours before the event, and bill at least the guaranteed count even if fewer guests attend. If the count rises after you have invoiced, bill the extra guests at the same per-guest price on a separate invoice.

How do I show the deposit on a catering invoice?

List the full event charges, then "Deposit received" with its date and amount, and the balance due after it. In InvoiceQuickly, record the deposit as a partial payment instead of a negative line.

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