Free Event Invoice Template
An invoice template for event companies, with the line items and payment terms this trade uses already filled in. Edit it here and download a PDF.
100% free. Runs entirely in your browser - your files and data never leave your device and nothing is uploaded to any server.
Your work is kept on this device as you type - it will not appear on other devices. Sign in to keep drafts in an account.
Page
“Fit to content” ends the page where your invoice ends, with no blank paper underneath, and lets you set the margins below. Switch to A4 or US Letter when you need a standard sheet for printing or filing.
Your business
Bill to
Details
Table columns (drag to reorder, rename, or add your own - up to 8)
Items
Font
Each template ships with its own typography. Pick a font here to override it everywhere on the page.
Corner style
Rounds or squares the boxes on the page - badge, info cards, table header, totals, notes and payment box. Template keeps each design's own corners.
Page margins (in points; 48 is about 12.7 mm)
About this event invoice template
Event invoices come in pairs: a deposit invoice to secure the date and a balance invoice before or after the event, sometimes with a damage deposit to return. This event invoice template keeps the pair connected - event name and date, booking reference, deposit already paid, the balance, and any extras added on the day - for equipment hire firms, planners, entertainers and venues. It starts with venue hire and a sound and lighting package, showing how the main items and the deposit are presented.
How to use this tool
- Choose an event layoutPick an Events & Rentals design with space for the event name and date.
- Link deposit and balanceEnter the booking reference, the deposit already paid and the balance, plus any extras added on the day.
- Note any damage depositRecord a damage deposit and when it will be returned, then send the PDF.
Deposit and balance invoices
Issue the deposit invoice at booking with the event date, booking reference and the total contract value, then the balance invoice by your stated deadline - often 14 to 30 days before the event. The balance invoice should deduct the deposit with its invoice number. For corporate clients, ask early whether they need a PO, because event dates do not move for payment runs.
Damage deposits and on-the-day extras
- Refundable damage deposit shown separately from the hire charge.
- Extra equipment or hours added on the day, at the agreed rates.
- Overtime for late finishes or extended access.
- Deductions from the damage deposit, itemised, with the refund amount.
Key features
- Deposit and balance invoices that stay connected by booking reference.
- Damage deposits and on-the-day extras recorded clearly.
- Suits equipment hire, event planners, entertainers and venues.
Common uses
- Hire companies invoicing deposits and balances.
- DJs and bands billing performance fees.
- Event planners billing management fees.
- Venues invoicing room hire and catering.
Tips for better results
- Put the event date and booking reference on both invoices.
- Set a clear balance deadline.
- Itemise any damage deductions.
Mistakes to avoid
- Deposit invoices without the event date.
- Forgetting to deduct the deposit.
- Withholding a damage deposit without itemising.
Frequently asked questions
A deposit invoice at booking and a balance invoice before the event, plus any extras afterwards.
Commonly 14 to 30 days before the event; put the date on the invoice.
Show it separately and itemise any deductions when refunding.
Often. Ask at booking so payment is not delayed.
Event work takes a deposit to hold the date and the balance close to it, so most event invoices are one of a pair rather than a standalone document.
Event invoices should state the event date, not just the invoice date. Six weeks later nobody remembers which booking the deposit belonged to.