Caterer invoice template
Catering is billed per head against a guaranteed count, and the guarantee deadline is the commercial pivot. Build one below — prefilled caterer services, payment terms, PDF download, and a public payment link.
How caterer invoicing actually works
You buy food against a number. The guaranteed count — the figure the client confirms by a stated deadline, below which they pay regardless of attendance — is what stops you absorbing the cost of forty people who did not come. State the guarantee, the deadline, and the fact that increases after it may not be possible.
Service charge, gratuity and sales tax are routinely confused by clients, and in several states the tax treatment of a mandatory service charge differs from a voluntary gratuity. Show them as separate lines with plain labels, and be explicit about whether a service charge is distributed to staff.
What belongs on a caterer invoice
Beyond the universals — your details, the customer's details, a unique invoice number, dates, totals and payment terms — these are the lines that matter in this trade.
- Guaranteed guest count and deadline
- The confirmed number and the date it locks — the figure the invoice bills against.
- Menu, per-head price and dietary variants
- Including separately priced allergen or dietary meals.
- Staffing, rentals and delivery
- Servers, bartenders, chefs, equipment hire, delivery and collection — itemised.
- Service charge, gratuity and tax as distinct lines
- Clearly labelled, with whether the service charge goes to staff.
Line items this template starts with
These are the prefilled starting values in the BillingDone caterer template — a starting point to edit, not a survey of market rates. Set your own prices once and they save for next time.
| Service | Unit | Starting price |
|---|---|---|
| Per-person catering | Each | $28.00 |
| Buffet service | Project | $1,200.00 |
| Boxed meals | Each | $18.00 |
| Service staff | Hour | $45.00 |
| Food and beverage | Each | $500.00 |
| Rental items | Each | $150.00 |
| Delivery fee | Visit | $85.00 |
| Setup/cleanup fee | Project | $175.00 |
| Small event package | Project | $950.00 |
Getting paid as a caterer
- Deposit at booking, a second payment at the guarantee deadline, and the balance before service.
- Never cater on credit for a private event. Food cost is incurred before the event and cannot be recovered from it.
- Corporate accounts on net terms are fine — but establish the purchase-order process before the first event, not after.
Example invoice wording: Provided catered food service, setup, and cleanup for event.
Caterer invoicing questions
What should a caterer invoice include?
A caterer invoice should include your business details, the customer's contact information, itemized services, materials or fees, taxes, payment terms, a due date, and a clear total due.
Can caterers send invoices from a phone?
Yes. BillingDone is designed for fast mobile invoice creation so you can create, send, and collect payment while you are still on site.
Can I save common services?
Yes. Start with the built-in Quick Add Invoice Library, then save custom services, prices, and descriptions for your own repeat work.
What is a guaranteed guest count in catering?
The number the client confirms by a stated deadline, which becomes the minimum they pay for regardless of attendance. It exists because food is purchased and staff are scheduled in advance, and it should appear on the invoice alongside the deadline date.
Is a catering service charge the same as a gratuity?
No, and the difference matters — a mandatory service charge and a voluntary gratuity are treated differently for tax in several states, and clients frequently assume a service charge goes to staff. Show them as separate labelled lines and state where the service charge goes.
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Summary
- Subtotal
- $0.00
- Tax
- $0.00
- Total due
- $0.00