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.
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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.
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