From guest-count quote to deposit and final event balance.
Catering totals change with headcount, staffing, rentals and menu choices. InvoiceSonic keeps those moving parts attached to the accepted quote, credits the booking deposit and makes the final balance obvious before the event.
Built for caterers and private chefs · Mobile and web · No InvoiceSonic transaction fee
One record from agreed work to payment — Bill per-head menu pricing with deposits, staffing hours, rentals and a final guaranteed-count adjustment. Keep the event date, venue, quote number and final guaranteed guest count on the invoice so the client can approve it without asking what the charge covers.
Enter the actual job details, review the totals and preview your invoice. You can start without an account. Downloads follow the free-tool limits; saving, tracked sending and reminders are available with an account.
Reuse the descriptions caterers and private chefs actually bill: menu price per guest, chefs and servers, bar service, rentals, delivery, setup and service charge. Totals and tax recalculate automatically.
Carry the agreed scope into the invoice and show deposits or staged payments separately, rather than rebuilding the price from memory.
Put the event date, venue, quote number and final guaranteed guest count on the invoice so the customer, broker or bookkeeper can match it quickly.
Track sent, viewed, partially paid, paid and overdue invoices from one list instead of cross-checking email and a spreadsheet.
State non-refundable booking deposit with the final balance due before the event; if the balance passes that date, a polite reminder can go out automatically.
Add bank transfer, PayID, Venmo, Zelle, Cash App or PayPal details. InvoiceSonic never takes a percentage of the invoice.
Choose the customer and carry across the agreed price, scope and event date, venue, quote number and final guaranteed guest count.
Add menu price per guest, chefs and servers, bar service, rentals, delivery, setup and service charge; show tax, deposits and any approved variation as separate lines.
Set non-refundable booking deposit with the final balance due before the event, send the invoice while the job is current, and follow the status until payment is recorded.
The document should make the commercial history obvious to both caterers and private chefs and their customer.
Takeaway: The strongest invoice mirrors the accepted scope, proves which job it belongs to and leaves one unambiguous balance to pay.
Create the job invoice now, then save the customer, status and reminder workflow when you are ready.
Start the 7-day trialIt should support per-head menu pricing with deposits, staffing hours, rentals and a final guaranteed-count adjustment, reusable customers and line items, tax calculation, clear payment terms, delivery status, partial-payment tracking and overdue reminders. A full accounting or dispatch suite is optional; the billing workflow is not.
Include both parties, a unique invoice number, issue and due dates, event date, venue, quote number and final guaranteed guest count, and itemised charges such as menu price per guest, chefs and servers, bar service, rentals, delivery, setup and service charge. Show tax, payments already received and the remaining balance separately.
Yes. InvoiceSonic works in a mobile browser and on iPhone and iPad, so you can create and send the invoice close to the work instead of batching it later.
Yes. Record payments against the invoice, keep the remaining balance visible and use sent, viewed, paid and overdue status to decide the next action.
No. InvoiceSonic does not take a percentage of the invoice. A third-party card processor may charge its own fee; bank transfer and supported local payment rails can provide a lower-cost option.
A useful billing system starts with an invoice the customer can verify. Set up the job details, agree the charging basis and check the balance before you automate follow-up.
Record the agreed menu, guest count and deadline for final numbers. Separate food, staffing, equipment and delivery when the agreement prices them separately. Document changes after the final confirmation so the client can follow how the final amount was reached.
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 menu and price, confirmed headcount, approved extras and deposit record available to resolve questions. An invoice records the charge; it does not replace the underlying approval or supporting documents.
The food charge follows the confirmed guest count, with separately agreed staffing and setup. This example is before any deposit or tax. Apply only the deposit actually received against the appropriate balance.
| Description | Quantity | Rate | Amount |
|---|---|---|---|
| Confirmed meals | 40 | 30.00 | 1,200.00 |
| Service staff hours | 6 | 35.00 | 210.00 |
| Agreed delivery and setup | 1 | 90.00 | 90.00 |
| Example subtotal | 1,500.00 | ||
Subtracting a requested but unpaid booking deposit understates the amount owed. Reconcile the deposit record before issuing the final invoice, and make any agreed cancellation or headcount adjustment explicit.
Send the invoice to the booking contact and named payer as agreed. For company events, add the purchase order early. Keep equipment-return or breakage charges separate and supported by the booking terms and actual records.
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.