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Catering

Catering Invoice Template

Free catering invoice template with a working editor, live totals and PDF, Word or Excel downloads.

Catering invoices must reconcile with the guest number the client confirmed. This template bills per guest and shows the deposit, so the final balance is easy to check.

Step 1 · The basics

Who is this invoice for?

Autosaves as you type
Business details, address and tax information
Tax, website and legal details
Client details
Issue date, validity and referenceINV-TPL-CATERING

Step 2 · The work

What are you billing for?

Line 1
More line details
Line discount
Line 2
More line details
Line discount
Line 3
More line details
Line discount
Line 4
More line details
Line discount

Step 3 · Totals and terms

Adjustments, terms and branding

Optional. Your lines already make a valid invoice, so open a block only when this deal needs it.

Discounts, fees and taxNone
Fees (shipping, setup, delivery)
Terms, payment instructions and notes
Payment and due date
Logo, colours and footer

Logo

Add or replace it directly in the document preview. PNG or JPG, up to 330 KB.

Preview the invoice
PageA4 · 210 × 297 mm

Northwind Studio

Northwind Studio LLC

18 Mission Street, Suite 400, San Francisco, CA 94105 hello@northwind.studio +1 415 555 0132 northwind.studio

Tax / VAT: US-4821-9930

Invoice

INV-TPL-CATERING

Issued Nov 7, 2026

Due Nov 14, 2026

Bill to

Acme Ltd

1200 Market Street, Floor 9, San Francisco, CA 94102 maya@acme.test Tax ID: ACME-9

Project

Catering Invoice

USD

Canapés$1,120.00

80 guest × $14.00 · tax 0%

Three-course dinner$3,840.00

80 guest × $48.00 · tax 0%

Waiting staff$1,440.00

8 staff × $180.00 · tax 0%

Equipment hire$950.00

1 job × $950.00 · tax 0%

Items (excl. tax)$7,350.00
Total$7,350.00

Payment terms

50% deposit, balance on delivery.

Payment instructions

Pay by bank transfer and quote this reference.

Northwind Studio LLC · 18 Mission Street, San Francisco · hello@northwind.studio

Total

$7,350.00

Blank template downloads

The blank version contains this template's row structure, units and terms with no figures. Use it to print and fill by hand, or to keep a master copy in Word. Your finished document is exported from the generator above, so the two are never confused.

Blank PDFBlank WordBlank Excel

Example total in this preview: $7,350.00 across 4 lines.

Go straight to the generator

Prefer to start empty? Open the general invoice generator and build the document from scratch.

Free invoice generatorRelated: Catering Quotation template

Who this template suits

Suits caterers invoicing events after the final numbers are confirmed.

What to include

  • The confirmed guest count and the menu served.
  • Staff and their hours.
  • Equipment hire, delivery and collection.
  • Any damage or breakage charge agreed in advance.
  • The deposit received and the balance due.

How to complete it

  1. Step 1

    Reference the event and the confirmed numbers.

  2. Step 2

    Bill food per guest, then staff and equipment.

  3. Step 3

    Deduct the deposit and set the balance due date.

Before you send

Pricing, pitfalls and proof

  • How it is pricedBill the confirmed guest count, staff hours and equipment hire.
  • Common mistakeInvoicing the number who attended rather than the number confirmed.
  • Keep as evidenceKeep the final numbers email, the menu version and the deposit receipt.

Questions about this template

What if fewer guests attended?

Invoice the confirmed number unless the contract says otherwise. That is why the confirmation deadline exists.

Should staff be itemised?

Yes. It shows the service level and explains the difference between two similar food prices.

How do I bill extra drinks?

As a separate line with quantities, ideally signed off on the night.

Can I invoice before the event?

Deposits are usually invoiced before; the balance is invoiced on or just after the event.

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