Caterer Invoice Template
A caterer invoice bills guest, lists products, labour and fees on separate lines and states the terms (Deposit to hold the date, balance due 7 days before the event on the guaranteed count). This template is pre-filled for buffet dinner for 120 guests at a company anniversary party, with passed appetizers, servers and rented china: 9 lines totalling $10,071.00 before tax. Edit it and download the PDF.
Pre-filled for a caterer: buffet dinner for 120 guests at a company anniversary party, with passed appetizers, servers and rented china. Example prices: replace them with your own.
From
Maple Row Catering
399 Market Street
Salem, MA 01970
billing@example.com
(512) 555-0199
Invoice
Bill to
Jamie Ortiz
140 Orchard Drive
Springfield, IL 62704
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Buffet dinner, two entrees and three sidesHerb-roasted chicken, braised short rib, seasonal salad, rolls | 120 guest | $38.00 | $4,560.00 |
| Passed appetizers, four varietiesAbout five pieces per guest during the first hour | 120 guest | $9.00 | $1,080.00 |
| Non-alcoholic beverage stationIced tea, lemonade, infused water and coffee service | 120 guest | $4.50 | $540.00 |
| Event servers, setup through breakdownFive servers for 6 hours | 30 hr | $35.00 | $1,050.00 |
| Event captain | 7 hr | $45.00 | $315.00 |
| China, flatware and glassware rental | 120 guest | $6.00 | $720.00 |
| Chafing dishes and linens for 15 tables | 1 lot | $420.00 | $420.00 |
| Delivery and on-site kitchen setup | 1 each | $150.00 | $150.00 |
| Service charge, 20% of food and beverageCovers staffing and event administration; not a gratuity | 1 each | $1,236.00 | $1,236.00 |
- Subtotal
- $10,071.00
- Balance due
- $10,071.00
Notes
Thank you for choosing Maple Row Catering. Terms: Deposit to hold the date, balance due 7 days before the event on the guaranteed count.
Payment details
Bank transfer or card. Please quote the invoice number.
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Caterer invoice at a glance
| Typical job | Buffet dinner for 120 guests at a company anniversary party, with passed appetizers, servers and rented china |
|---|---|
| Main billing unit | guest |
| Usual payment terms | Deposit to hold the date, balance due 7 days before the event on the guaranteed count |
| Deposit practice | Caterers commonly take a deposit, often 25-50%, to hold the date and buy ingredients, with the remainder due before the event once the final guest count is locked. |
| Sample lines | 9 lines, $10,071.00 before tax |
| Largest line | Buffet dinner, two entrees and three sides: $4,560.00 (45%) |
| Labour hours billed | 37 h, $1,365.00 |
| Trade-specific fields | Event date and serving time, Venue address and kitchen access, Guaranteed guest count, Final count deadline, Dietary requirements, Event contract no. |
Sample caterer invoice line items
Buffet dinner for 120 guests at a company anniversary party, with passed appetizers, servers and rented china: 9 lines adding up to $10,071.00, split into products $6,180.00 (61%), labour $1,365.00 (14%) and fees $1,236.00 (12%).
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Buffet dinner, two entrees and three sides (Herb-roasted chicken, braised short rib, seasonal salad, rolls) | 120 guest | $38.00 | $4,560.00 |
| Passed appetizers, four varieties (About five pieces per guest during the first hour) | 120 guest | $9.00 | $1,080.00 |
| Non-alcoholic beverage station (Iced tea, lemonade, infused water and coffee service) | 120 guest | $4.50 | $540.00 |
| Event servers, setup through breakdown (Five servers for 6 hours) | 30 hr | $35.00 | $1,050.00 |
| Event captain | 7 hr | $45.00 | $315.00 |
| China, flatware and glassware rental | 120 guest | $6.00 | $720.00 |
| Chafing dishes and linens for 15 tables | 1 lot | $420.00 | $420.00 |
| Delivery and on-site kitchen setup | 1 each | $150.00 | $150.00 |
| Service charge, 20% of food and beverage (Covers staffing and event administration; not a gratuity) | 1 each | $1,236.00 | $1,236.00 |
| Subtotal | $10,071.00 | ||
| Total before tax | $10,071.00 |
What a caterer invoice should include
- Your catering business name, address, phone and email, plus a tax ID if you are registered
- The customer's name and billing address (Jamie Ortiz in the sample)
- A unique invoice number (INV-3517) and the issue date
- Payment terms and a due date: Deposit to hold the date, balance due 7 days before the event on the guaranteed count
- Event date and serving time: for example 2019 Ford Transit, VIN ending 1827
- Venue address and kitchen access: for example 140 Orchard Drive
- Guaranteed guest count: for example 118 guests
- Final count deadline: for example See notes
- Line items in guest or per item, each with quantity, rate and amount
- How to pay you: bank details, card link or cheque payee
How caterers bill
Prices the menu per guest, then adds service staff by the hour, rentals, delivery and a service charge, with the final bill set by the guaranteed headcount.
Caterers commonly use "Deposit to hold the date, balance due 7 days before the event on the guaranteed count", so payment is due 7 days after the invoice date. Caterers commonly take a deposit, often 25-50%, to hold the date and buy ingredients, with the remainder due before the event once the final guest count is locked.
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Chefs and Head Cooks $29.32 (employees, not contractor rates). The sample's $35.00 per hour for "Event servers, setup through breakdown" is 1.2 times that employee figure; a business rate also has to cover insurance, tools, travel, unbilled admin time and profit.
Caterer invoicing tips
- Bill the menu on the guaranteed guest count confirmed at your final-numbers deadline, not on the RSVPs the host was hoping for, and print that deadline on the invoice so the count cannot drift down the night before.
- Spell out what the service charge pays for; hosts and guests often read it as a tip for the servers, so if it covers staffing and administration, say so and show any gratuity as a separate, optional line.
- List rented china, linens and chafers apart from the food, so the host sees the per-guest rental cost and so broken plates or missing serving pieces can be billed later against those exact lines.
- Show vegetarian, gluten-free and allergy plates as counted portions within the menu, which proves the kitchen prepared them and settles any claim that a special-diet guest went without dinner.
Caterer billing disputes to head off
- Hosts push back when twenty invited guests never show up. An invoice that quotes the guaranteed count and the clause making it billable regardless of attendance closes that argument quickly.
- Receptions that run late turn into overtime disputes; record the contracted end time and the actual one, and bill the extra server and captain hours as their own lines.
Work a caterer can bill for
Core tasks of Chefs and Head Cooks (O*NET 35-1011.00, O*NET 29.x task statements, CC BY 4.0). Each can become a line on the invoice.
- Check the quality of raw or cooked food products to ensure that standards are met.
- Monitor sanitation practices to ensure that employees follow standards and regulations.
- Check the quantity and quality of received products.
- Order or requisition food or other supplies needed to ensure efficient operation.
- Supervise or coordinate activities of cooks or workers engaged in food preparation.
- Inspect supplies, equipment, or work areas to ensure conformance to established standards.
How to make a caterer invoice
-
Add both parties
Enter Maple Row Catering (your business) and the customer, Jamie Ortiz, then event date and serving time.
-
Number and terms
Give it a unique number such as INV-3517 and set the terms to Deposit to hold the date, balance due 7 days before the event on the guaranteed count.
-
List the work
One line per item: the sample runs from "Buffet dinner, two entrees and three sides" (120 guest) to "Service charge, 20% of food and beverage" (1 each).
-
Check the total
The 9 lines come to $10,071.00; add sales tax only if your state taxes catering.
-
Download and send
Download the PDF or print it, then keep a copy with the catering records.
Frequently asked questions
How do I make a caterer invoice?
Add your catering business details, the customer, event date and serving time, venue address and kitchen access, guaranteed guest count and final count deadline, then one line per item with quantity and rate. The template above is pre-filled with 9 lines for buffet dinner for 120 guests at a company anniversary party, with passed appetizers, servers and rented china totalling $10,071.00; change the prices and download the PDF.
How do caterers charge?
Mostly guest. Prices the menu per guest, then adds service staff by the hour, rentals, delivery and a service charge, with the final bill set by the guaranteed headcount.
When should a caterer invoice be paid?
Deposit to hold the date, balance due 7 days before the event on the guaranteed count is the usual arrangement. Caterers commonly take a deposit, often 25-50%, to hold the date and buy ingredients, with the remainder due before the event once the final guest count is locked. Put the terms and the due date on the invoice so there is no doubt.
How much do caterers earn per hour?
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Chefs and Head Cooks $29.32 (employees, not contractor rates). Self-employed rates are usually higher because they cover overhead and unbilled time.