Financial Management
Catering Invoice Template
A professional, itemized catering invoice with categories for food, beverages, staffing, equipment rentals, and service charges. Pair it with a catering contract for a complete client billing workflow. Use the recipe cost calculator to set per-person rates that protect your margins.
INVOICE
Bella Cucina Catering Co.
742 Olive Street, Suite 200, Chicago, IL 60614
(312) 555-0198 | billing@bellacucinacatering.com
INV-2026-0147
Date: 2026-08-15
Due: 2026-08-29
Bill To
Sarah & Michael Thompson
1420 Maple Drive, Evanston, IL 60201
(847) 555-0342
Event
Thompson-Anderson Wedding Reception
Lakewood Gardens Estate | 2026-09-12
150 guests
Pre-filled with a 150-guest wedding reception example. Edit any field, add or remove line items to build your invoice.
Invoice Details
From (Caterer)
Bill To (Client)
Line Items
Food
$8,690.00Beverage
$3,750.00Staffing
$2,600.00Rental / Equipment
$1,830.00Service Charge
$850.00| Description | Qty | Rate | Amount |
|---|---|---|---|
| Pan-seared salmon with lemon beurre blanc (plated) | 85 | $38.00 | $3,230.00 |
| Grilled filet mignon with red wine reduction (plated) | 55 | $46.00 | $2,530.00 |
| Vegetarian risotto with roasted mushrooms (plated) | 10 | $28.00 | $280.00 |
| Passed hors d'oeuvres — bruschetta, shrimp cocktail, stuffed mushrooms (per person) | 150 | $12.00 | $1,800.00 |
| Three-tier wedding cake — vanilla bean with raspberry filling | 1 | $850.00 | $850.00 |
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Premium open bar package — 6 hours (per person) | 150 | $18.00 | $2,700.00 |
| Signature cocktail — Lavender Gin Fizz (per person) | 150 | $4.00 | $600.00 |
| Coffee & tea service (per person) | 150 | $3.00 | $450.00 |
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Event captain (8 hrs) | 1 | $350.00 | $350.00 |
| Server (8 hrs each) | 8 | $175.00 | $1,400.00 |
| Bartender (7 hrs each) | 2 | $225.00 | $450.00 |
| Kitchen staff (8 hrs each) | 2 | $200.00 | $400.00 |
| Description | Qty | Rate | Amount |
|---|---|---|---|
| China place settings — dinner plate, salad plate, bread plate | 160 | $4.50 | $720.00 |
| Glassware set — wine, water, champagne flute | 160 | $3.50 | $560.00 |
| Linen napkins — ivory | 160 | $1.75 | $280.00 |
| Chafing dish rental | 6 | $45.00 | $270.00 |
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Delivery & setup | 1 | $400.00 | $400.00 |
| Cake cutting & plating service | 1 | $150.00 | $150.00 |
| Post-event cleanup | 1 | $300.00 | $300.00 |
Totals
Balance Due
$18,080.30
Due 2026-08-29
Payment Terms: Net 14. Deposit of $5,000 received 04/12/2026. Balance due 14 days before event.
Notes: Final guest count confirmed at 150. Allergen cards will be placed at each dietary-restricted setting. Vendor meal for DJ and photographer included at no charge.
What Is a Catering Invoice?
A catering invoice is an itemized bill sent to a client after (or before) a catered event. Unlike a simple total, it breaks down every charge by category — food, beverages, staffing, equipment rentals, and service fees — so both parties have a transparent record of what was provided and what is owed. If you already have a signed catering contract, the invoice should mirror the agreed-upon pricing and terms.
Caterers who send itemized invoices (vs. lump-sum bills) experience 35% fewer payment disputes and get paid an average of 8 days faster, according to industry payment data.
How to Use This Invoice Template
- 1Fill in your catering company details and the client's billing information
- 2Enter the invoice number, dates, and event details for your records
- 3Add line items under each category — food, beverages, staff, rentals, and service charges
- 4Set your tax rate, gratuity percentage, and any deposit already collected
- 5Review the auto-calculated subtotal, tax, gratuity, and balance due
- 6Print the invoice or copy it to paste into an email or accounting system
5 Line Item Categories Every Catering Invoice Needs
Grouping charges by category makes your invoice scannable and professional. Clients can quickly see where their money goes, which builds trust — especially for high-ticket events like weddings and corporate galas.
Food line items
List every course separately: passed apps, entrees by protein, sides, desserts. Include per-person pricing so the client sees exactly what drives the total.
Beverage line items
Break out bar packages, signature cocktails, non-alcoholic options, and coffee/tea service. Per-person rates are standard for open-bar events.
Staffing charges
Itemize each role: event captain, servers, bartenders, kitchen staff. Show hourly rate multiplied by hours so the client understands the labor cost.
Rentals & equipment
China, glassware, flatware, linens, chafing dishes, serving platters. Charge per-unit so the count ties directly to the guest list.
Service charges
Delivery, setup, cake cutting, cleanup, and any overtime fees. Flat-rate these so there are no surprises on event day.
Catering Invoice vs. Catering Proposal vs. Contract
| Document | When | Purpose |
|---|---|---|
| Proposal | Before booking | Pitch your menu, services, and estimated pricing to win the job |
| Contract | At booking | Lock in scope, pricing, cancellation terms, and liability |
| Invoice | Before or after event | Request payment with an itemized breakdown of actual charges |
For the full workflow, use our catering contract template alongside this invoice. If you are starting a catering business, having all three documents ready separates you from hobbyists.
Tax & Gratuity Tips for Caterers
Tax rates on catered events vary by state and county. In many jurisdictions, prepared food sold with service is taxed differently than retail food. Check your local rules — getting this wrong can mean back-taxes and penalties.
Sales Tax
Most states tax catered meals at the general sales tax rate (5-10%). Some exempt non-profit events. Always show tax as a separate line.
Gratuity / Service Charge
Industry standard is 18-22% on the food and beverage subtotal. A mandatory service charge is legally distinct from a voluntary tip — it may be taxable in your state.
Use our food cost calculator to make sure your per-person rates cover ingredients, labor, and overhead before you set prices. For a deeper look at cost formulas, see the food cost formula guide.
Related Tools & Guides
Catering Contract Template
Pair your invoice with a professional catering service agreement
How to Start a Catering Business
Step-by-step guide from licensing to landing your first clients
Recipe Cost Calculator
Calculate per-serving costs to set profitable per-person pricing
Restaurant Startup Costs
Understand the financial side of launching a food business
Food Cost Calculator
Track food cost percentage to keep your margins healthy