A catering invoice lists what the client ordered, what they owe, and when it's due. Our free catering invoice template covers every line a caterer needs, from food and staffing to service charges, deposits, and the balance due.
Getting the invoice right matters for more than getting paid. How you label a required gratuity changes how the IRS treats it, and some states tax mandatory charges and rentals. Below, you'll find the template, a filled-in example, a plain guide to service charges and gratuities, and five steps to create and send your invoice. If you're still setting up your catering business, this is one of the first documents to get right.
Quick answer: A catering invoice lists the event details, every food, staffing, and rental charge, the service charge and tax, any deposit already paid, and the balance due with a due date. Label required charges as service charges, not gratuities, because the IRS and some states treat them differently.
What to Include on a Catering Invoice
A catering invoice should include your business and client contact details, the event details, and every charge for the catering services provided. It should also show the deposit already paid and the balance due with clear payment terms. Here's each field and why it's there.
If your contract sets a food and beverage minimum, show it on the invoice. That way the client can see whether their order met it.
Free Catering Invoice Template
Copy the template below into Google Docs, Google Sheets, Word, Excel, or your invoicing tool, and replace everything in [brackets] with your own details. Add your logo and business details once, save it as your master copy, and you're set for every event after that. That means every client gets professional invoices with the same layout and terms.
Delete any line that doesn't apply. A drop-off lunch won't need staffing or rentals, and that's fine.
CATERING INVOICE
From
[Catering business name] | [Logo]
[Street address, city, state, ZIP]
[Phone] | [Email] | [Website]
[Seller's permit or tax ID, if your state requires it]
Invoice details
Invoice number: [INV-2026-001]
Invoice date: [Month, date, year]
Due date: [Month, date, year]
Bill to
[Client or company name]
Attn: [Contact name]
[Billing address]
[Email]
PO number: [If the client uses one]
Event details
Event: [Event name]
Event date: [Day, month, date, year]
Venue: [Venue name and address]
Service time: [Time] to [Time]
Service style: [Plated / buffet / family style / stations / drop-off]
Final guest count: [Number]
Contract or proposal reference: [Signed on date]
Charges
Totals
Subtotal: $[Amount]
Service charge ([Rate]% of food and beverage): $[Amount]
Sales tax ([Rate]% of taxable items): $[Amount]
Total: $[Amount]
Deposit paid on [date]: -$[Amount]
Balance due by [date]: $[Amount]
Optional gratuity: $__________ (at your discretion, not included in the balance)
Service charge note
The [Rate]% service charge covers [staffing, setup, and admin costs]. It's a required charge and isn't a gratuity.
How to pay
Pay online: [Payment link]
Card or ACH: [Accepted cards and any card fee]
Check: Payable to [Business name], mailed to [Address]
Terms
Payment is due by [date]. Balances not paid within [number] days of the due date incur a late fee of [amount or rate], per the contract signed on [date].
Notes
Thank you for choosing [Business name] for [event name]. Questions about this invoice? Contact [name] at [phone or email].
How to Fill In the Template
Most of the template fills itself in from the signed proposal. These lines need a bit more thought:
- Invoice number: Pick one format and stick with it, like INV-2026-001, INV-2026-002, and so on. Sequential numbers make it easy to match a payment to the right event when a client calls asking what they owe.
- Taxable column: Mark each line yes or no before you calculate tax. Clients (and their accounts payable teams) can then check your math without emailing you.
- Service charge: Call it a service charge, give the percentage, and say what it covers. Clear labels help clients understand service charges and keep them from adding a second tip by accident.
- Gratuity: Leave the line blank. The client decides whether to tip and how much.
- Payment link: Paste in the link from your payment processing tool, so the client can pay by card or ACH from their phone.
- Terms: Copy the due date and late fee straight from the contract. If the two documents don't match, the client will point to whichever one helps them.
Catering Invoice Example
Here's a filled-in catering invoice example for a corporate catering order (a 50-guest lunch). All amounts and the tax rate are examples, and which items are taxable depends on your state.
Leave a separate line for an optional gratuity below the balance. Clients who want to tip can add it, and it stays separate from the service charge.
Service Charges vs Gratuities on Catering Invoices
A service charge is a required fee you set. A gratuity is an optional amount the client decides to pay. The difference changes how the IRS treats the money and, in some states, whether it's taxed. Some caterers call it a service fee or an admin fee, and the same rules apply when the client has to pay it.
According to the IRS, a payment is a tip only if the customer chooses to pay it and decides the amount. Automatic charges added to a bill, like a mandatory 18% charge for large parties, count as service charges. Mandatory service charges also don't qualify as tips for the federal qualified tips deduction, which runs from 2025 through 2028.
Sales tax rules vary by state. In California, for example, the California Department of Tax and Fee Administration says caterers may need to collect sales tax on mandatory tips. It also says charges for tables, linens, and tableware used to serve food are taxable, whether listed separately or included in one price. Check your own state's rules or ask your accountant.
How to Create a Catering Invoice in 5 Steps
You create a catering invoice by starting from the signed proposal, confirming the final headcount, applying the deposit, and sending it with clear terms. Then track it until it's paid. The same steps work whether you create invoices in a spreadsheet or in event software.
1. Start From the Signed Proposal
Copy the menu, packages, and prices from the proposal the client signed. That keeps the invoice consistent with what they agreed to.
2. Confirm the Final Headcount and Changes
Update quantities once the client confirms the final headcount. Add any changes they asked for after signing, like extra servers or a dessert station. Match these to your BEO, so the kitchen and the invoice show the same numbers.
3. Add the Service Charge, Tax, and Deposit
Apply your service charge and any applicable taxes, then subtract the deposit the client already paid. Show each as its own line, so the client sees how you got to the total.
4. Send It With Clear Terms
Send the invoice with the due date, payment methods, and any late fee. Include a payment link if you can, so the client can pay from their phone.
5. Track It Until It's Paid
Note when you sent the invoice and when it's due. Send a reminder a few days before the due date, and follow up the day after if it's still open.
Proposal, Contract, and Invoice: How They Fit Together
The proposal sells the event, the contract locks in the terms, and the invoice collects the money. Each one builds on the one before it.
- Proposal: Lists menu options and prices for the client to choose from. Start with a catering proposal template.
- Contract: Sets the date, final pricing, deposit, cancellation terms, and payment schedule. A contract makes those terms enforceable.
- Invoice: Bills for what was agreed, applies payments already made, and shows the balance due.
When all three use the same line items and prices, clients have fewer questions and pay faster.
Why Professional Catering Invoices Matter
Professional catering invoices help you get paid promptly and make it easier for clients to book you again. A clear invoice answers the client's questions up front, so nobody holds up a payment over a line they don't understand.
- Faster approvals: Corporate clients may route invoices through an accounts payable team. An invoice with a PO number, an issue date, and clear payment details gets through that billing process without being sent back.
- Steadier cash flow: A catering company pays for food, staff, and rentals before the event. Invoices that go out on time bring that money back sooner, so you're not floating next week's food order on a credit card.
- More repeat customers: An office manager who orders lunch every month will remember which caterer made the paperwork easy. When you send professional invoices after every catering job, you're that caterer.
How to Get Paid Faster
Get paid faster by collecting a deposit at booking, setting a payment schedule, and sending invoices with an online payment link. Automatic reminders do the chasing for you.
- Collect a deposit at booking: A deposit at signing covers your early costs and confirms the client is serious.
- Set a payment schedule: For example, a deposit at signing and the balance seven days before the event.
- Use online payment links: Clients pay faster when they can pay by card or ACH from the invoice.
- Send reminders: Remind clients before each due date instead of after.
Perfect Venue lets you send proposals, get contracts signed, and collect deposits and final balances online through a secure link. You can track every payment against the event until the final balance is paid. For more options, see this roundup of catering software.
Conclusion
A catering invoice should list the event details, every charge, the service charge and tax, the deposit applied, and the balance due with clear terms. Label required charges as service charges, keep gratuities optional, and check your state's tax rules. Start from the signed proposal so every number matches.
With Perfect Venue, you add taxes, service charges, and food and beverage minimums right in the proposal. Clients sign and pay their deposit from the same secure link, and you can see what's paid and what's still due for every event.
Start your 14-day free trial of Perfect Venue.
Frequently Asked Questions
How do I make an invoice for catering?
Make a catering invoice by copying the menu and prices from the signed proposal, then updating the final headcount and any changes. Add the service charge and sales tax, subtract the deposit, and send it with a due date and payment link. Track it until the client pays the balance.
Should a catering invoice include gratuity?
A catering invoice can include an optional gratuity line the client fills in. If you add a required percentage, label it as a service charge, not a gratuity. The IRS treats required charges as service charges, and they don't count as tips for the federal qualified tips deduction.
Is catering service charge taxable?
It depends on your state. In California, caterers may need to collect sales tax on mandatory tips and service charges, and on tables and linens used to serve food. Other states have different rules, so check with your state tax agency or accountant before you send your first invoice.
When should a caterer send the final invoice?
Send the final invoice after the client confirms the final headcount, so the numbers are accurate. Many caterers make the balance due before the event, such as seven days out. Others bill clients right after the event for last-minute changes. Follow the payment schedule in your contract.
What payment terms should caterers use?
Many caterers take a deposit at booking and collect the balance before or on the event date. State the due dates, accepted payment methods, and any late fee in the contract and on the invoice. Online payment links make it easier for clients to pay on time.
