Catering Invoice Template
Built for catering companies, personal chefs, and food service providers. Supports per-head pricing, multi-course menu breakdowns, staffing costs, equipment rental, and event logistics. Includes deposit tracking and final guest count adjustments with automatic recalculation.
What This Template Includes
- Event date & guest count
- Per-head menu pricing
- Staffing & service charges
- Equipment rental
- Setup & cleanup fees
- Dietary accommodation costs
How to Create Your Catering Invoice
- 1
Describe your work
Type a plain English description of the services you provided, the client, and the amount.
- 2
AI generates your invoice
InvoiceQuickly's AI fills in all fields with industry-specific formatting, tax calculations, and proper payment terms.
- 3
Review, download, and send
Check the details, download as PDF, and send directly to your client via email or a payment link.
Recommended Payment Terms
Catering typically requires 50% deposit at menu confirmation with the balance due 7-14 days before the event. Overages (additional guests, menu changes) are invoiced within 7 days after the event.
Need help writing payment terms? Read our guide to invoice payment terms for best practices and templates.
Tax Information
Catering services are taxable in most US states, including both food and service charges. In the UK, cold takeaway food may be zero-rated while hot food is standard-rated for VAT. Alcohol service may have additional licensing and tax requirements.
Invoicing Tips
- 1Quote and invoice per head to make pricing transparent and easy to compare
- 2Include a minimum guest count clause and show how the final count affected the total
- 3List staffing, equipment rental, and service charges as separate line items
- 4Add tasting session and menu planning fees as pre-event line items
Related Resources
Frequently Asked Questions
How do caterers price and invoice their services?
Most caterers use per-head pricing ($30-$200+ per person depending on the menu and service level). The invoice should break down food costs, staffing, equipment rental, setup/cleanup, and any service charges. A deposit (typically 50%) is collected when the menu is confirmed.
What deposit should caterers require?
A 50% deposit at menu confirmation is standard, with the balance due 7-14 days before the event. For large events, a three-payment structure (30% at booking, 40% at menu finalization, 30% post-event) is common.