Free Event Planner Invoice Template
A free, professional event planner invoice template for Australian planners. Download as Word, Excel, or PDF — for wedding planning, corporate events, vendor management, and on-the-day coordination.
Download the event planner invoice template
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Try the live generator →What's on the event planner invoice template
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Full event planning package (per event) | 1 | $4,500.00 | $4,500.00 |
| On-the-day coordination (per hour) | 10 | $95.00 | $950.00 |
| Vendor management fee | 1 | $600.00 | $600.00 |
| Travel and out-of-pocket expenses | 1 | $280.00 | $280.00 |
| Subtotal | $6,330.00 | ||
| Sales tax (8%) | $506.40 | ||
| Total | $6,836.40 | ||
Example figures — every field is editable in the download.
Who uses this template
- ✓Wedding planners
- ✓Corporate event managers
- ✓Conference and trade show organisers
- ✓Festival and concert producers
- ✓Private party planners
What to include
- ✓Business name and ABN
- ✓Client name and event details
- ✓Package or hourly breakdown
- ✓Vendor coordination fee (if applicable)
- ✓Out-of-pocket expenses (separately)
- ✓GST line and total
- ✓Payment schedule (deposit / interim / balance)
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 event planner
- ✓ Use a payment schedule — 30/50/20 or similar — for cash flow
- ✓ Itemise vendor payments separately if you are passing them through
- ✓ For weddings, the deposit must be non-refundable to protect your time
- ✓ Travel and accommodation are usually reimbursed at cost
- ✓ Send a final summary invoice after the event with any extras added
Event Planner invoice FAQ
Should event planners charge GST?
If your annual turnover exceeds $75,000 — yes. Most established planners are GST-registered.
How do I bill weddings?
Three-stage payment: 30% on booking (non-refundable), 50% one month before, 20% after the event. Final invoice reconciles any extras.
Should I pass vendor costs through to clients?
Yes — either bill them directly to the client, or list them at cost on your invoice with no markup. Mark up only if your engagement letter allows.
What payment terms work?
Multi-stage upfront for weddings/large events. Net 14-30 for corporate clients.
Related invoice templates
Prefer a specific format? Word invoice template · Excel invoice template · PDF invoice template · Google Docs invoice template · All invoice templates
A practical guide to event-planning billing
Use the template as a starting layout, then replace its example information with the actual agreed work. The details below help you decide what to enter and what to check before sending.
Agree what this invoice covers
Distinguish your planning fee from vendor costs and client funds held for supplier payments. Name the stage being billed: booking, preparation or event completion. Record changes to guest count, venue or supplier scope before revising the invoice.
Give the payer enough context
Include the event name, event date, venue and booking reference. Check the legal billing name and delivery contact against the accepted work. Keep the accepted planning scope, vendor-cost approvals and received-deposit record available to resolve questions. An invoice records the charge; it does not replace the underlying approval or supporting documents.
Worked event-planning invoice example
This example bills the planner’s work, not the entire vendor budget. If supplier costs pass through your business, show the agreed basis and avoid counting direct client payments as your received funds.
| Description | Quantity | Rate | Amount |
|---|---|---|---|
| Event coordination — agreed milestone | 1 | 900.00 | 900.00 |
| Approved additional onsite hours | 3 | 70.00 | 210.00 |
| Example subtotal | 1,110.00 | ||
Avoid this billing mistake
Subtracting a deposit that was requested but never paid understates the final balance. Check actual receipts and make approved booking changes explicit.
Follow up on the right record
Confirm the payer and approval contact before the event. Keep supplier reconciliation separate from your invoice list so an unpaid vendor bill is not mistaken for the client’s unpaid planning fee.
Before you send
- Match the line items and quantities to the accepted scope and approved changes.
- Check the invoice number, issue date, explicit due date and the event name, event date, venue and booking reference.
- Apply only the tax treatment relevant to your business and location; check current local requirements if unsure.
- Keep earlier billing separate from actual payments. Verify the outstanding amount and payment instructions.
The free browser tool prepares the document. Saving customers, sending tracked invoices and managing reminders require an account and are subject to plan limits. Payment status needs accurate payment records; an invoice view alone does not confirm payment.