Free Wedding Invoice Template Invoice Template
A free, professional wedding invoice template available as Word, Excel, PDF, Google Docs, or Google Sheets. Made for wedding planners, vendors, and coordinators billing couples for packages, deposits, and day-of services. Itemize your package, add-ons, and payment schedule so the couple sees exactly what's included and when each installment is due.
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| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Full wedding planning and coordination package | 1 | $3,500.00 | $3,500.00 |
| Day-of coordination team (lead + 1 assistant) | 1 | $850.00 | $850.00 |
| Vendor management and timeline build | 1 | $600.00 | $600.00 |
| Rehearsal coordination | 1 | $350.00 | $350.00 |
| Travel and on-site setup (per event) | 1 | $200.00 | $200.00 |
| Subtotal | $5,500.00 | ||
| Sales tax (8%) | $440.00 | ||
| Total | $5,940.00 | ||
Example figures — every field is editable in the download.
Who uses this template
- ✓Wedding and event planners
- ✓Day-of coordinators
- ✓Wedding venues and coordinators
- ✓Florists, DJs, and vendors billing couples
- ✓Full-service event design firms
What to include
- ✓Couple's names and wedding date
- ✓Package description and what's included
- ✓Day-of staffing and hours
- ✓Add-ons (rehearsal, design, travel)
- ✓Deposit/retainer and installment schedule
- ✓Cancellation and rescheduling policy
- ✓Sales tax where required, EIN, and balance-due date
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 wedding invoice template
- ✓ List exactly what the package includes (and excludes) so there's no confusion months before the big day.
- ✓ Spell out a payment schedule — retainer to book, a midpoint installment, and balance due before the wedding.
- ✓ Make the retainer non-refundable and state it clearly; it reserves your date against other bookings.
- ✓ Include a cancellation and rescheduling policy on the invoice, especially for date changes and weather.
- ✓ Itemize day-of staffing and hours so the couple understands what the coordination team covers on the wedding day.
Wedding Invoice Template invoice FAQ
Do wedding vendors charge sales tax?
It depends on your state and service. Tangible items (flowers, rentals, printed goods) are usually taxable, while pure planning labor often isn't; some states tax bundled event packages. Itemize taxable goods separately and apply tax per your state.
How should I structure wedding payments?
Most planners take a non-refundable retainer to book the date, a second installment partway through planning, and the final balance due one to four weeks before the wedding. Lay out each due date on the invoice.
Is the wedding deposit refundable?
Retainers are typically non-refundable because they reserve your date and you turn away other couples. State this clearly on the invoice and in your contract, along with your policy for rescheduling versus outright cancellation.
Should I list everything the package includes on the invoice?
Yes. Detailing what's included — coordination hours, rehearsal, vendor management, travel — prevents scope disputes and gives the couple a clear record of what they paid for as the wedding approaches.
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