🍽️ Personal Services
Free Catering Invoice Template
Bill per head, list menu items, staffing, and rentals, and collect a deposit up front - all on one professional invoice.
No credit card required. Free forever for unlimited invoices.
What to include
What goes on a Catering invoice?
🍽️
Per-head pricing and menu
Most catering bills are driven by guest count. Show the per-guest rate and the number of guests, and list the menu or package so the client can see exactly what is being served.
👥
Staffing and service
Servers, bartenders, and setup crew are real costs - list them with headcount and hours. Separating staffing from food makes the invoice transparent for event clients comparing quotes.
📦
Rentals, deposit, and gratuity
Itemize rentals (linens, china, glassware) and state your deposit clearly. Note whether gratuity is included. A required deposit protects you against last-minute cancellations.
💳
Deposit terms and payment link
Catering runs on deposits: state the deposit amount, the balance due date, and the final-count deadline, then add a card or ACH link so clients can lock in the date instantly.
Pro tips
Catering invoicing tips that get you paid faster
Always collect a deposit (commonly 50%) to reserve the date - it protects you against cancellations and funds your ingredient buy.
Bill the food per guest and state the final-count deadline on the invoice so a shrinking headcount does not eat your margin.
List staffing separately from food; event clients comparing caterers want to see where the money goes.
Spell out whether gratuity is included to avoid an awkward conversation on event day.
Send the deposit invoice the moment the date is agreed, with a pay link - the booking is not real until the deposit lands.
FAQs
Common questions about catering invoices
What should a catering invoice include?
A catering invoice should include your business details, the client and event date, per-guest pricing and guest count, the menu or package, staffing, rentals, the deposit and balance due dates, gratuity status, and the total.
How much deposit should a caterer charge?
A 50% deposit to reserve the date is common, with the balance due shortly before the event. State both the deposit amount and the balance due date clearly on the invoice.
How do I handle changing guest counts?
Set a final-count deadline (often 7 days before the event) on the invoice and bill the per-guest rate against that number, so late changes do not erode your margin.
Is the catering invoice template free?
Yes. WaffleInvoice lets you create and send unlimited catering invoices free, collect deposits and balances online, and upgrade only for Pro features.
Use this template free
No PDF. No signup hassle. Just send.
Billed To
Lauren Diaz
ldiaz@email.com
Notes
50% deposit due to reserve the date; balance due 3 days before the event. Final guest count required 7 days prior. Gratuity not included. Pay by card or ACH using the link above.
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