AvoCatering Invoice Template (Free Fillable PDF)
A catering invoice is priced by the head and then complicated by everything around the food: staff hours, rentals, delivery, the service charge, the gratuity and the deposit paid months ago. Clients compare it with the proposal line by line, so the invoice has to use the same structure: guest count × per-person price, then each extra on its own line, then the deposit.
Free, fillable, US Letter. No email, no sign-up. This template keeps the event details in the header, so the invoice is also the record of the booking. Fill in your business once; for each event change the client, the date, the counts and the lines.
What the PDF looks like. The hints in the line table show the lines a caterer typically bills; type over them.
Why catering invoices get paid late
Guest count changed, invoice didn't explain
The proposal said 80, the final count was 94, the invoice says $5,170 and the client remembers $4,400. Write “94 guests (final count Mar 10) × $55”.
Service charge vs gratuity
A service charge is yours; a gratuity goes to staff. Clients and tax authorities treat them differently. Name each correctly, on separate lines.
Deposit forgotten
The 50% deposit was paid at booking. If the invoice does not credit it, the client assumes an error and pays late. Show it as a negative line with the date.
What to include on a catering invoice
- Your business name, contact and food service license numberThe license number reassures corporate clients and venues.
- Client name, event name, date, time and venue“Whitfield wedding reception, Sat Jun 14, 5–11 pm, Larkspur Barn”.
- Invoice number, date, due date and proposal referenceDue date usually before the event for private clients, Net 15 after for corporate.
- Menu lines priced per person with the final guest count“Plated dinner, 94 guests × $55”. Children or vendor meals as separate lines.
- StaffServers and bartenders by hours × rate, including setup and breakdown.
- Rentals, delivery, setupLinens, china, chafing dishes; delivery and pickup; each its own line.
- Service charge and gratuityService charge as a percentage of food and beverage; gratuity only if the client chose to add it.
- Sales tax, deposit received, balance dueTax on taxable lines only; deposit as a negative line with the date.
Example catering invoice
Lines a typical job produces. Labor and materials are separate, and anything already paid is a negative line so the total is the balance due.
| Description | Qty × rate | Amount |
|---|---|---|
| Plated dinner, 94 guests (final count Mar 10) | 94 × $55.00 | $5,170.00 |
| Bar service, 2 bartenders, 6 h | 12 h × $45.00 | $540.00 |
| Rentals: linens, china, glassware | 1 lot | $680.00 |
| Service charge 18% on food and beverage | $930.60 | |
| Deposit received Jan 12 | −$2,500.00 | |
| Total due | $4,820.60 | |
How to use the template
- Download the PDFIt is a fillable form: open it in any PDF reader, on a computer or a phone.
- Fill in your details onceBusiness name, contact, license number, terms. Save it as your master copy.
- Add the job and sendChange the client, the lines and the invoice number for each caterer job. Export and send by email or text.
Fill it on your iPhone in a minute instead
Avo keeps your clients and your usual line items, so the next invoice is three taps. Your first three documents are free, full-quality PDF, no watermark. Premium from $59.99/year if you invoice often.
Scan the code with your iPhone camera to open Avo in the App Store, or email yourself the link.
Questions
What is the difference between a service charge and a gratuity on a catering invoice?
A service charge is a fee the caterer keeps to cover staffing and overhead and is usually taxable. A gratuity is a tip passed to staff and is generally not taxed. Label them separately; in several states a “service charge” must be disclosed as not being a tip.
How do I bill when the guest count changes?
Bill the final count or the guaranteed minimum from the contract, whichever is higher, and write both numbers on the line: “94 guests (guarantee 80) × $55”. Set the final-count deadline in the contract and repeat it in the terms.
Should the deposit appear on the catering invoice?
Yes, as a negative line with the date it was received, so the total shows the balance due. Clients who paid a deposit months ago will not remember the amount.
Do caterers charge sales tax?
In most states prepared food and beverage is taxable, and service charges often are too; staff labor and gratuities usually are not. Tax the taxable lines and show the rate.
When should a catering invoice be paid?
Private events: the balance is due before the event, commonly 7 days prior. Corporate clients: Net 15 or Net 30 after. State it on the proposal, the contract and the invoice.