Event Planning Invoice Template
Purpose-built for event planners, wedding coordinators, and corporate event managers. Includes fields for planning fees, vendor coordination costs, venue bookings, and deposit tracking. Supports milestone billing aligned with event planning phases from initial consultation through post-event wrap-up.
What This Template Includes
- Event date & type
- Planning & coordination fees
- Vendor management costs
- Venue booking amount
- Deposit & balance tracking
- Day-of coordination fee
How to Create Your Event Planning 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
Event planning typically uses milestone billing: 50% deposit at booking, 25% at 30 days before the event, and final 25% on or shortly after event day. Net 14 for the final payment.
Need help writing payment terms? Read our guide to invoice payment terms for best practices and templates.
Tax Information
Event planning fees are generally taxable as professional services. Vendor passthrough costs may or may not be taxable depending on your jurisdiction. Check whether catering, rentals, and entertainment have different tax treatment in your area.
Invoicing Tips
- 1Use milestone billing tied to planning phases: booking, 30 days before, day-of, and post-event
- 2Separate your planning fee from vendor passthrough costs for transparent pricing
- 3Include a deposit line item with the balance due date clearly stated
- 4Reference the event contract number on every invoice for easy tracking
Related Resources
Frequently Asked Questions
How do event planners bill clients?
Event planners typically charge a flat planning fee (10-20% of total event budget), an hourly rate ($50-$150/hr), or a combination. Vendor costs are usually passed through at cost or with a management markup. Most planners require a 50% deposit to secure the date.
Should I include vendor costs on my event planning invoice?
Yes, but list them separately from your planning fee. Show vendor costs as passthrough line items so the client can see exactly what goes to vendors vs. your professional fee. This builds trust and simplifies their accounting.
What deposit structure should I use?
A common structure is 50% at booking, 25% at 30 days before the event, and 25% on event day or within 7 days after. For larger events, more granular milestones protect both parties.