Per-head and per-event pricing
Catering invoices are built around headcount, so put the guaranteed guest count front and center. Most caterers price a per-person rate for the menu and multiply by the final guaranteed count, which the client confirms a set number of days before the event; if actual attendance runs higher, you bill the extra covers. Some packages are quoted as a flat per-event price for a fixed menu and guest range instead. List each menu component clearly (appetizers, entrees, sides, dessert, bar or beverages) so the client sees what the per-head figure includes, and show any menu tastings as their own line. Note the event date, venue, and service style (plated, buffet, or family style) because staffing and rentals depend on it. This free template handles per-head and flat-rate event lines together with no sign-up required.
Staffing, rentals, and service charges
Beyond food, a catering invoice carries the costs of pulling the event off. Staffing is usually itemized: servers, bartenders, chefs, and captains at an hourly rate times the number of staff and hours, including setup and breakdown. Rentals such as tables, linens, china, glassware, chafing dishes, and tents are listed with quantities, and delivery and pickup fees go on their own line. A service charge, often a percentage of the food and beverage subtotal, is standard in catering and covers coordination and overhead; make clear it is a service charge, not a gratuity, since they are different. Add travel or mileage for out-of-area venues and any cake-cutting, corkage, or overtime fees. Keeping food, staffing, rentals, and service charge as separate blocks makes a big total easy to read. Every field is editable and exports to PDF or Word.
Deposits, final counts, and payment terms
Catering runs on deposits because you commit to food and staff well ahead of the event. It is standard to take a non-refundable deposit to book the date (often a fixed amount or a percentage of the estimate), then collect the balance based on the final guaranteed headcount shortly before or on the event day; show the deposit as a credit so the remaining balance is obvious. State the date by which the client must confirm the final count and any cancellation terms, since your costs are locked in by then. Sales tax on catered food and rentals applies in many places, so add a tax line at the correct rate and apply it to taxable items; note that the service charge may or may not be taxable depending on your location. Include accepted payment methods and gratuity handling. This template is free, customizable, and needs no account.