Free Catering Invoice Template
An invoice template for caterers, 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.
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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 catering invoice template
Catering invoices are written after the party, when the final headcount, extra hours and broken glasses are all known. This catering invoice template is laid out to reconcile the event against the original booking: confirmed guests at the per-head price, extras added on the night, the deposit already paid, and the balance due - for caterers, private chefs and restaurants hosting private events. It opens with a plated dinner per guest and a bar service, so the final invoice can be reconciled line by line with the original booking.
How to use this tool
- Choose a catering layoutPick a Restaurant & Catering design that suits your menu and brand.
- Reconcile the eventEnter the confirmed guest count at the per-head price, extras added on the night, any breakages and the service charge.
- Deduct the depositSubtract the deposit already paid and send the invoice for the balance.
Reconciling the final invoice with the booking
Start from the confirmed booking: guaranteed numbers and menu price. Then add what changed - extra guests, additional bar time, staff overtime when the event ran late. Deduct the deposit received, referencing its invoice or receipt. A client who can see the reason for every difference from the quote pays without argument.
Gratuity, service charge and breakages
- Service charge or gratuity at the agreed rate, on its own line.
- Equipment or glassware breakages at replacement cost, if your terms allow.
- Venue, corkage or cake-cutting fees passed through.
- Tax shown separately from service charges.
Key features
- Reconciles the final bill against the original catering quote.
- Gratuity, service charge and breakages on their own lines.
- Suits caterers, personal chefs and restaurants hosting private events.
Common uses
- Caterers invoicing the balance after a wedding.
- Restaurants billing a company for a private dinner.
- Private chefs invoicing a dinner party.
- Corporate caterers billing monthly office lunches.
Tips for better results
- Reference the original booking or quote.
- Deduct the deposit with its reference.
- Invoice within a day or two of the event.
Mistakes to avoid
- Billing fewer guests than guaranteed without noting the minimum.
- Forgetting overtime when an event runs late.
- Not deducting the deposit.
Frequently asked questions
Start from the confirmed numbers and menu, add extras, deduct the deposit and show the balance due.
If it was agreed, show it as its own line at the agreed rate.
If your terms allow it - list items at replacement cost.
Monthly, listing each delivery date, order and amount.
Catering is quoted per head and confirmed by a final headcount, so the invoice almost always differs from the quote - and the covers figure is what explains the difference.
Catering invoices land after the event, when the goodwill is highest. Sending within 48 hours is worth more than any payment term you could write.