Invoice template for catering company

How to fill it in

What goes on a catering company invoice

Start with the event name, date, and venue, then list each service — menu items, per-person pricing, staff, rentals, delivery — as its own line. Catering is usually quoted per person or per menu item; show the agreed pricing structure. Add a deposit line if one was paid at booking, a payment term such as Net 15 or due before the event, and send the invoice after the event or per your contract.

Use this template for private events, corporate functions, and drop-off catering. For events booked in advance, take a deposit at booking and invoice the balance after the event. For corporate clients, reference the PO number so their accounting can match it. Itemize staff, rentals, and delivery separately from food.

Real numbers

Market facts for catering company

Sources: U.S. Bureau of Labor Statistics, Occupational Employment & Wage Statistics (2025), via O*NET OnLine.

Practical guide

Common mistakes to avoid

• No event details on the invoice. The event name, date, and venue belong on the invoice. Without them, corporate clients can't reconcile the bill.
• One lump sum for a big event. Food, staff, rentals, and delivery as separate lines make a large total easy to approve.
• Skipping the deposit record. Events prepay at booking. Show the deposit on the invoice so the balance is clear.
• Forgetting the PO number. Corporate clients approve invoices with the PO number. Missing it delays payment.
• Invoicing late after the event. Send the invoice within a few days of the event while it's fresh in the client's memory.

Practical guide

Tips to get paid faster

• Invoice within days of the event. Fresh events get approved faster. Send the balance invoice within a few days.
• Take deposits at booking. A 25–50% deposit secures the date and covers your food costs.
• Itemize food, staff, and rentals. Transparent line items make large totals easy for clients to approve.
• Reference the quote and PO. Matching your invoice to the quote and the client's PO removes all friction.
• Follow up once, politely. For Net 15 balances, one reminder after the due date keeps events paid on time.

How to fill it in

Pricing your work

Caterers price per person for plated and buffet events, and per item for drop-off catering. A deposit of 25 to 50 percent at booking is standard to secure the date, with the balance due within Net 15 after the event. Itemize food, staff, rentals, and delivery so a large total is easy to approve. Corporate clients will want a PO number on the invoice.

How to fill it in

Invoice checklist

• Event name, date, and venue
• Menu and per-person pricing
• Staff, rentals, and delivery itemized
• Deposit shown against balance
• PO number for corporate clients
• Sent within days of the event

How to fill it in

Real-world billing practices

Catering billing runs on a rhythm of deposits and balances that starts weeks before the event. Take a deposit of 25 to 50 percent at booking — it secures the date and covers food costs — and invoice the balance within a few days after the event, while the occasion is still fresh in the client's memory. Corporate clients pay on POs, so the invoice needs the PO number or it will stall in their accounting queue. Itemize food, staff, rentals, and delivery as separate lines; a large event total is far easier to approve when the client can see the pieces. Some caterers add a contract that caps the guest count or sets the menu lock date, and the invoice should reference it so last-minute changes don't turn into disputes. For drop-off catering, many caterers require full payment in advance or on delivery because the food is produced entirely up front. Keep every invoice numbered and tied to the event name and date, and you will always be able to answer the question every caterer dreads: which event is this for?

How to fill it in

Sample invoice lines

• Corporate buffet — 40 guests @ $28
• Event staff — 3 servers × 5 hrs
• Table linens & rentals
• Delivery & setup
• Deposit paid at booking — 30%

FAQ

Common questions

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