Free Templates Where Every Format Actually Computes
Catering invoice template
Catering math is per-person pricing multiplied by a number that changes until a week before the event, plus a service charge everyone misunderstands. The invoice’s job is to make that math visible and undisputed.
Per-person lines and the locked count
Menu lines bill as guests x per-person rate, against the guest count locked at your cutoff (state the cutoff: final count locks 7 days out). Additions after the lock bill at the same rate; reductions do not refund - the food is bought. All of that lives on the invoice, not in memory.
Service charge, computed in the open
The service-charge percentage computes visibly on the food and service subtotal, before tax - the ordering that prevents the most common catering billing dispute. If the service charge is not a gratuity (in many operations it is house revenue), say so in the notes; several states require the disclosure.
Deposits and the event ledger
Event work is deposit work: commonly a third to hold the date, another at menu confirmation, balance before or at the event. The deposit field credits what has been paid and computes the true balance. Rentals and staffing bill as their own lines at cost or with stated markup.
Catering invoice checklist
| Section | What to include | Why it helps |
|---|---|---|
| Event | Date, venue, style, guest count | The engagement at a glance |
| Per-person | Guests x rate per menu line | The count dispute, pre-answered |
| Service charge | % computed before tax, disclosed | The classic dispute, prevented |
| Deposits | Credited, balance computed | Event ledgers stay clean |
Downloadable templates
Every format computes: the PDF calculates as you type, Word recalculates with F9, and Excel updates live. For branded documents with online payments and automatic reminders, use Invoice My Clients.
Catering invoice FAQ
Service charge vs gratuity: what is the difference?+
Gratuity goes to staff; a service charge is the house’s unless stated otherwise. Several states require you to disclose which yours is - the invoice note is the place.
When does the guest count lock?+
Five to ten days out, stated on the contract and repeated on the invoice. You buy and staff on the locked number, so the locked number is what bills.
Is catering taxable?+
Prepared food is taxable nearly everywhere, and most states tax the service charge when it is mandatory. Your locale’s treatment of delivery and staffing varies - the separate lines make it filable.