Free Catering Invoice Template
A free, professional catering invoice template available as Word, Excel, PDF, Google Docs, or Google Sheets. Designed for caterers and event chefs, it breaks down per-head menu pricing, staffing, rentals, and gratuity so clients can read the bill at a glance. Drop in your deposit terms and headcount and the totals update automatically.
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| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Plated dinner service (per guest) | 75 | $42.00 | $3,150.00 |
| Passed hors d'oeuvres package (per guest) | 75 | $14.00 | $1,050.00 |
| Servers & bartender (per staff hour) | 20 | $35.00 | $700.00 |
| China, glassware & linen rental | 1 | $450.00 | $450.00 |
| Delivery, setup & breakdown | 1 | $250.00 | $250.00 |
| Subtotal | $5,600.00 | ||
| Sales tax (8%) | $448.00 | ||
| Total | $6,048.00 | ||
Example figures — every field is editable in the download.
Who uses this template
- ✓Full-service catering companies
- ✓Private chefs and meal-prep caterers
- ✓Wedding and event caterers
- ✓Food truck and corporate-lunch caterers
- ✓BBQ and taco-bar caterers
What to include
- ✓Event date, time, and venue address
- ✓Guaranteed guest count / headcount
- ✓Per-person menu pricing by course
- ✓Staffing hours and roles (servers, bartenders, chefs)
- ✓Rental and equipment charges
- ✓Deposit paid and remaining balance due
- ✓Service charge or gratuity and sales tax
Available in 5 formats
Word (.docx)
Fully editable in Microsoft Word, Google Docs, Apple Pages and LibreOffice — best for quick text edits.
Excel (.xlsx)
Line totals, subtotal and tax calculate automatically — best if you want the math done for you.
A clean, print-ready, fixed layout — best for emailing a finished invoice to a client.
Google Docs / Sheets
Open in your browser, then File → Make a copy to edit and share with your team.
Invoicing tips for catering
- ✓ Bill the menu per guest and show the final guaranteed headcount used
- ✓ Separate the service charge from gratuity — they're taxed and distributed differently
- ✓ List your non-refundable deposit and the balance-due date clearly
- ✓ Itemize rentals (china, linens, tents) apart from food so clients can trim costs
- ✓ Note any allergy or dietary accommodations you provided for your records
Catering invoice FAQ
Is catering subject to sales tax?
In most states prepared food and catering services are taxable, and some states also tax mandatory service charges and rentals. Check your state's rules — gratuity that is truly voluntary is usually not taxed.
How should I handle the deposit on the invoice?
Show the original total, subtract the deposit already paid as a separate line, and display the remaining balance due. This makes the math transparent for the client.
What's the difference between a service charge and a tip?
A service charge is a mandatory fee you set (often 18–22%) that you control and may be taxable. A tip is voluntary and goes to staff. Label them separately to avoid confusion.
When should the final balance be due?
Many caterers collect a deposit at booking and the remaining balance shortly before or on the event date, often based on the guaranteed headcount finalized 72 hours out.
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