What’s on the catering invoice template
Extra fields on this template: Event, Guests.
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Buffet dinner: menu BPer guest | 120 | $38.00 | $4,560.00 |
| Passed appetizers, 4 kindsPer guest | 120 | $9.00 | $1,080.00 |
| Service staff and bartenders6 servers, 2 bartenders × 6 hours | 48 | $37.50 | $1,800.00 |
| Rentals: linens, chafers, china | 1 | $640.00 | $640.00 |
| Service charge, 20%Of food and beverage | 1 | $1,128.00 | $1,128.00 |
| Subtotal | $9,208.00 | ||
| Tax (8%) | $736.64 | ||
| Total | $9,944.64 | ||
| Amount paid | -$1,500.00 | ||
| Balance due | $8,444.64 | ||
Example prices in US dollars. Replace them with your own; in the generator, any currency works.
What to include on a catering invoice
- Event name, date, venue and guest count, and the date the count was finalized.
- Menu items per guest, with the menu name or number from your proposal.
- Staff by role and hours.
- Rentals: linens, tables, china, glassware.
- Service charge and gratuity, clearly labelled (see below).
- Deposit received and the balance due.
Service charge vs gratuity
They aren’t the same. A service charge is a mandatory fee set by you; it belongs to the business, is often subject to sales tax, and if you pass it to staff the IRS treats it as wages, not tips. A gratuity is voluntary and goes to staff. Label each one clearly so clients aren’t misled, and check your state’s rules on taxing service charges.
Frequently asked questions
How much deposit do caterers take?
Commonly 25–50% to hold the date, with the balance due a few days before or on the event day.
Is a catering service charge taxable?
In many states, yes: a mandatory service charge is part of the taxable sale, while a voluntary tip isn’t. Check your state’s rules.