Catering Invoice Example: Annotated Template with Line Items
See a complete catering invoice example with annotated fields, sample line items, and explanations of what to include and why.
TL;DR: A catering invoice should list the event date and location, itemize food and beverages per person or per platter, separate staffing and rental costs, and show deposits already collected. Below is a fully annotated example.
Sample catering invoice
| Field | Details |
|---|---|
| From | Fig & Thyme Catering Co., 2400 Westheimer Rd, Houston, TX 77098, events@figandthyme.com, (713) 555-0261 |
| To | Henderson & Associates Law Firm, Attn: Office Manager Diane Li, 1000 Louisiana St, Suite 4500, Houston, TX 77002 |
| Invoice # | FTC-2026-0187 |
| Invoice Date | April 5, 2026 |
| Due Date | April 12, 2026 (Net 7) |
| Event | Annual Partner Dinner -- April 4, 2026, 7:00 PM |
| Venue | The Heritage Club, 1800 Post Oak Blvd, Houston, TX 77056 |
| Guest Count | 65 guests |
| # | Description | Qty | Rate | Amount |
|---|---|---|---|---|
| 1 | Plated dinner -- filet mignon with roasted vegetables and potato gratin | 42 | $78.00/pp | $3,276.00 |
| 2 | Plated dinner -- pan-seared salmon with asparagus and wild rice | 18 | $68.00/pp | $1,224.00 |
| 3 | Plated dinner -- vegetarian mushroom risotto | 5 | $55.00/pp | $275.00 |
| 4 | Passed appetizers -- shrimp cocktail, bruschetta, caprese skewers (1 hr) | 65 | $22.00/pp | $1,430.00 |
| 5 | Premium bar service -- open bar, top-shelf spirits (4 hours) | 65 | $45.00/pp | $2,925.00 |
| 6 | Wait staff -- servers and bartenders (6 staff, 6 hours each) | 36 hrs | $35.00/hr | $1,260.00 |
| 7 | Linen rentals -- tablecloths, napkins (ivory) | 9 tables | $45.00 | $405.00 |
| 8 | Floral centerpieces (provided by preferred vendor, pass-through) | 9 | $65.00 | $585.00 |
| Subtotal | $11,380.00 |
| Sales Tax (8.25%) | $938.85 |
| Service Charge (20%) | $2,276.00 |
| Total | $14,594.85 |
| Deposit Paid (March 15) | -$4,000.00 |
| Balance Due | $10,594.85 |
Payment Terms: Net 7. Final payment due within 7 days of event. Check or wire transfer. Final guest count confirmed 72 hours prior to event. Cancellations within 14 days forfeit deposit.
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.
Field-by-field breakdown
- From: Catering company name, kitchen address, and events email.
- Event details: Date, time, venue, and guest count. These are essential for catering invoices.
- Per-person pricing: The industry standard for plated dinners. List each menu option separately with the count.
- Bar service: Price per person for the duration of service. Specify well, premium, or top-shelf.
- Staffing: Servers, bartenders, and kitchen staff billed by the hour as a separate category.
- Rentals: Linens, tableware, and other rentals passed through or marked up.
- Service charge: A standard 18-22% charge on top of food and beverage. This is different from a tip.
- Deposit: Show the deposit collected and subtract from the total.
Common line items for caterers
| Line Item | Typical Rate Range |
|---|---|
| Plated dinner (per person) | $45 -- $150 |
| Buffet service (per person) | $30 -- $85 |
| Passed appetizers (per person, per hour) | $15 -- $35 |
| Open bar service (per person, per hour) | $10 -- $25 |
| Wait staff (per hour, per server) | $25 -- $50 |
| Linen rental (per table) | $20 -- $75 |
| Cake or dessert service | $5 -- $15/pp |
| Setup and breakdown fee | $200 -- $800 |
Variations
- Buffet vs. plated: Buffet invoices price per person for the entire spread; plated invoices list each entree option.
- Corporate vs. wedding: Wedding invoices often include tasting fees, cake cutting fees, and vendor meals. Corporate events are simpler.
- Drop-off catering: No staffing charges. Bill per platter or per person with a delivery fee.
- Per-platter pricing: For casual events, bill by tray (e.g., "Sandwich platter, serves 12 -- $120") instead of per person.
Tips for catering invoicing
- Collect a 30-50% deposit at booking to cover your food purchasing costs.
- Lock in the final guest count 72 hours before the event and note this policy on the invoice.
- Separate food, beverage, staffing, and rentals so clients can see where the budget goes.
- Include the service charge as a line item, not hidden in per-person pricing.
FAQ
Q: Is catering subject to sales tax? A: In most states, prepared food sold by caterers is taxable. Texas charges 8.25% on catering. Some states exempt food but tax services. Check your state rules.
Q: What is the difference between a service charge and a gratuity? A: A service charge is a mandatory fee that goes to the catering company (and may be distributed to staff). A gratuity is an optional tip that goes directly to the service staff. Clarify this on your invoice.
Q: How do I handle last-minute guest count changes? A: Include a clause that the final count is due 72 hours before the event and that the client pays for the confirmed count even if fewer guests attend. Increases within 48 hours are subject to availability and a surcharge.
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